[Hiring] Executive Assistant / Operations Assistant @Pavago

Role Description

At Pavago, one of our clients is hiring a highly organized and proactive Executive Assistant / Operations Assistant to support leadership and help keep day-to-day business operations running smoothly. This is a hands-on support role combining executive assistance, administrative coordination, task management, communication, and operational support.

• Manage calendars, communications, follow-ups, documents, projects, and recurring operational tasks.
• Help leadership stay organized and focused on higher-priority initiatives.

What You’ll Own

• Executive & Calendar Support:
  • Manage calendars, appointments, and meetings.
  • Coordinate scheduling across internal and external stakeholders.
  • Organize meeting logistics and ensure leadership is prepared.
  • Manage scheduling changes and conflicting priorities.
  • Coordinate travel and related logistics when required.
• Inbox, Communication & Follow-Ups:
  • Support inbox management and email organization when required.
  • Draft and coordinate professional internal and external communications.
  • Track important follow-ups and outstanding requests.
  • Ensure action items do not fall through the cracks.
  • Escalate urgent or high-priority matters appropriately.
• Task & Project Coordination:
  • Track tasks, projects, deadlines, and action items.
  • Follow up with stakeholders on outstanding deliverables.
  • Maintain organized trackers for leadership priorities.
  • Help coordinate administrative and operational projects.
  • Provide visibility into deadlines, responsibilities, and next steps.
• Documents, Reports & Presentations:
  • Prepare and format reports, documents, presentations, and spreadsheets.
  • Maintain accurate and organized business documentation.
  • Assist with data entry and administrative reporting.
  • Organize shared files and information for easy access.
  • Proofread materials for accuracy and professionalism.
• Operations & Systems Support:
  • Support CRM and recurring operational processes.
  • Maintain accurate information across company systems.
  • Assist with administrative workflows and process coordination.
  • Learn and navigate new software, platforms, and AI tools.
  • Help identify missing information or operational gaps and follow through on resolution.
• Research & Administrative Support:
  • Conduct online research as needed.
  • Compile findings into clear, organized summaries.
  • Assist leadership with special projects and administrative requests.
  • Coordinate information across teams and stakeholders.
  • Support miscellaneous business needs as priorities evolve.

Qualifications

• 2+ years of experience as an Executive Assistant, Virtual Assistant, Operations Assistant, Administrative Assistant, or similar role.
• Excellent spoken and written English.
• Strong organizational and time-management skills.
• High attention to detail and accuracy.
• Strong proficiency with Google Workspace and/or Microsoft Office.
• Experience managing calendars, meetings, documents, and follow-ups.
• Comfortable learning new software and AI tools.
• Ability to manage multiple priorities and deadlines simultaneously.
• Proactive and resourceful problem-solving approach.
• Able to work independently with limited supervision.
• Reliable internet connection and professional remote-work setup.
• Ability to overlap with U.S. business hours.

Nice to Have

• Experience directly supporting founders, executives, or senior leadership.
• Experience with CRM or project management platforms.
• Experience coordinating travel and complex calendars.
• Strong Excel or Google Sheets skills.
• Familiarity with tools such as Slack, Zoom, Calendly, Asana, ClickUp, or similar platforms.
• Experience using ChatGPT or other AI productivity tools.
• Previous experience working with U.S.-based teams.

What Makes You a Strong Fit

• Stay organized even when priorities change quickly.
• Proactively follow up without needing reminders.
• Notice details and inconsistencies others may miss.
• Communicate clearly and professionally.
• Are comfortable figuring things out independently.
• Take ownership of tasks through completion.
• Can anticipate leadership needs and prepare accordingly.
• Enjoy creating structure in fast-moving environments.

What a Typical Day Looks Like

Your day may include reviewing leadership calendars and priorities, coordinating meetings, organizing inboxes, preparing documents, updating trackers, and following up on outstanding action items. Throughout the day, you may conduct research, update CRM or operational systems, coordinate with internal and external stakeholders, prepare reports or presentations, and support leadership with administrative projects.

Key Metrics for Success

• Accurate and organized calendar management.
• Timely completion of follow-ups and action items.
• Strong responsiveness to leadership priorities.
• Accurate documents, reports, and operational records.
• No missed deadlines or important meetings.
• Effective task and project tracking.
• Reliable communication and follow-through.
• High confidence from leadership in day-to-day support.

Interview Process

• Initial Application
• Spark Hire One-Way Video Interview
• Video Interview with Pavago Recruiter
• Client Interview
• Offer & Onboarding

As part of the application process, all candidates are required to complete a one-way video interview through Spark Hire. After completing the first step of your application, you’ll receive a Spark Hire invitation by email with instructions to record and submit your video responses. Completion of the Spark Hire video is required to be considered for the next stage. Please check your inbox as well as your spam or junk folder for the invitation.

Apply Now

If you have experience in executive assistance, virtual assistance, administrative support, or operations and are highly organized, proactive, and comfortable supporting leadership in a fast-moving remote environment, we’d love to hear from you. Apply today and help keep leadership priorities and business operations organized and moving forward.