[Hiring] Admin Executive Assistant @Pavago

Role Description

At Pavago, one of our clients is hiring a highly organized and detail-oriented Admin Executive Assistant to support executive administration, operational coordination, compliance workflows, client onboarding, and documentation within an IT Asset Disposition (ITAD) environment. This is more than a traditional administrative role. You’ll serve as an important operational control layer, ensuring information is accurate, documentation is complete, follow-ups happen on time, and critical details don’t get missed. Because the business operates in a compliance-sensitive environment, precision, organization, confidentiality, and attention to detail are essential.

What You’ll Own

• Executive & Administrative Support
  • Manage calendars, meetings, scheduling, and day-to-day administrative coordination
  • Support leadership with priorities, communication, and follow-ups
  • Coordinate across clients, leadership, and internal teams
  • Anticipate scheduling conflicts and operational needs before they become problems
  • Track outstanding action items and ensure timely completion
  • Help protect leadership bandwidth by keeping workflows organized
  • Maintain professionalism and discretion when handling confidential information
• Compliance & Documentation Support
  • Maintain accurate, complete, and audit-ready documentation
  • Support compliance-sensitive processes within ITAD operations
  • Review documentation for missing, inconsistent, or incorrect information
  • Ensure records are properly organized, stored, and accessible
  • Maintain consistent documentation standards across operational systems
  • Track required documentation and follow up on missing items
  • Help ensure compliance-related records remain current and reliable
• Client Onboarding & Operational Tracking
  • Track client onboarding from initiation through completion
  • Ensure required information and documentation are collected
  • Monitor outstanding tasks, follow-ups, and internal dependencies
  • Maintain clear visibility into onboarding status
  • Coordinate with clients and internal stakeholders throughout the process
  • Escalate missing information, blockers, or potential delays proactively
  • Ensure onboarding steps are completed accurately and on time
• Quality Control & Accuracy
  • Review names, dates, numbers, schedules, records, and documentation before execution
  • Identify inconsistencies across systems and workflows
  • Catch potential errors before they create operational or financial issues
  • Track process and documentation changes accurately
  • Double-check critical information before submission or execution
  • Maintain strong quality-control standards across daily operations
• Systems & Records Management
  • Maintain organized and accurate records across tools such as Google Workspace, Slack, Salesforce or similar CRM platforms
  • Keep systems clean, searchable, and up to date
  • Maintain consistent naming and documentation practices
  • Ensure important information can be retrieved quickly when needed
  • Update CRM and internal systems as operational information changes
  • Maintain reliable records across administrative and compliance workflows

Qualifications

• 3+ years of experience in Executive Assistant, Administrative Assistant, Virtual Assistant, or Operations Support roles
• Strong experience with Google Workspace
• Experience using Slack
• Experience with Salesforce or similar CRM systems
• Exceptional attention to detail and accuracy
• Strong written and verbal English communication skills
• Ability to manage multiple priorities without sacrificing accuracy
• Strong follow-through and organizational discipline
• Ability to work independently and solve problems proactively
• High level of professionalism, discretion, and confidentiality
• Comfortable working in a process-driven environment
• Ability to work during U.S. business hours

Nice to Have

• Experience in IT Asset Disposition (ITAD)
• Experience in compliance-heavy or highly regulated environments
• Familiarity with audit preparation and compliance documentation
• Experience supporting founders, executives, or leadership teams
• Client onboarding experience
• Operational tracking and workflow management experience
• Experience maintaining structured records across multiple systems

Tools & Technology

• Google Workspace
• Gmail
• Google Drive
• Google Docs
• Google Sheets
• Google Calendar
• Slack
• Salesforce
• CRM Systems
• Documentation & Workflow Tools

What Makes You a Strong Fit

• You’ll likely thrive in this role if you notice small inconsistencies quickly
• Naturally double-check important information
• Prefer structured and organized systems
• Take ownership instead of waiting to be reminded
• Follow tasks through until they are completely resolved
• Communicate clearly and professionally
• Handle confidential information responsibly
• Stay organized while managing multiple priorities
• Proactively flag risks instead of waiting for problems to escalate
• Understand that accuracy is just as important as speed

Key Metrics for Success

• Accuracy and completeness of documentation
• Zero critical operational or documentation errors
• On-time completion of assigned tasks and follow-ups
• Smooth and timely client onboarding
• CRM and internal records accuracy
• Audit-readiness of compliance documentation
• Reduction in preventable operational issues
• Consistency of administrative workflows
• Leadership confidence in administrative and operational execution

Why This Role Stands Out

• High-trust role working closely with leadership
• Direct impact on operational accuracy and compliance
• Exposure to structured ITAD and compliance workflows
• Strong ownership over administrative and operational processes
• Opportunity to improve documentation and workflow consistency
• Fully remote working environment
• Career growth opportunities into Operations Manager, Compliance Coordinator, Executive Operations Lead

Interview Process

• Initial Application
• Spark Hire One-Way Video Interview
• Recruiter Interview
• Client Interview
• Offer & Onboarding
• Spark Hire Video Interview – Required

Apply Now

If you’re a highly organized Executive Assistant or Operations Support professional who catches mistakes others miss, takes ownership of follow-through, and thrives in structured, compliance-sensitive environments, we’d love to hear from you. Apply today and take on a high-trust role where your attention to detail directly contributes to smoother operations, stronger compliance, accurate client onboarding, and greater leadership efficiency.