Executive Assistant

Executive Assistant (EA)

Calendar Management, Travel Coordination & Executive Support | Remote | U.S. Hours

Position Type: Full-Time, Remote
Working Hours: U.S. Client Business Hours — Flexibility Required

About the Role

At Pavago, one of our clients is hiring a highly organized and proactive Executive Assistant (EA) to provide high-level support to senior leadership in a fast-paced, high-accountability environment.

This is more than a traditional administrative role.

You’ll serve as a trusted executive support partner responsible for keeping leadership organized, prepared, and focused on the highest-impact priorities.

You’ll own key areas including:

• Complex calendar management
• Executive inbox and communication
• Domestic and international travel
• Meeting preparation and follow-up
• Project and priority tracking
• Research and administrative execution

If you anticipate needs before being asked, communicate professionally, and know how to bring structure to a busy executive’s day, this role is a strong fit.

What You’ll Own

Calendar & Scheduling Management

Own and optimize complex executive calendars across multiple time zones.

You’ll:

• Coordinate internal and external meetings
• Manage scheduling requests and priorities
• Resolve calendar conflicts proactively
• Protect focus time and high-priority commitments
• Coordinate calls, appointments, and travel around executive priorities
• Handle last-minute scheduling changes
• Ensure executives have the context they need before each commitment

Work confidently with tools such as:

• Google Calendar
• Microsoft Outlook
• Calendly
• Zoom
• Similar scheduling platforms

Executive Inbox & Communication

Help ensure important communication receives the right attention at the right time.

You’ll:

• Manage and organize executive inboxes
• Identify and prioritize urgent or high-value messages
• Draft and proofread professional emails
• Coordinate communication with clients, partners, and internal teams
• Screen meeting requests, calls, and messages
• Follow up on outstanding conversations
• Serve as a professional liaison on behalf of leadership

Meeting Preparation & Follow-Through

Ensure executives enter meetings prepared and leave with clear next steps.

You’ll:

• Prepare agendas and briefing materials
• Compile relevant background information
• Create talking points and meeting notes
• Organize documents before meetings
• Capture decisions and action items
• Assign and track follow-ups
• Ensure commitments and deadlines do not fall through the cracks

Travel & Logistics Coordination

Coordinate seamless domestic and international travel.

Manage:

• Flights
• Hotels
• Ground transportation
• Meeting logistics
• Travel itineraries

You’ll also:

• Compare travel options based on executive preferences and schedules
• Build clear, organized itineraries
• Handle last-minute changes and disruptions
• Coordinate travel around business commitments
• Track expenses and reimbursements

Executive Priorities & Project Support

Help leadership maintain visibility across important initiatives.

You’ll:

• Track executive priorities and deadlines
• Follow up with internal teams on deliverables
• Maintain project and action-item trackers
• Conduct research and prepare concise summaries
• Gather information needed for executive decisions
• Support special projects and operational initiatives
• Escalate delays or risks before they become larger problems

Documentation & Administrative Operations

Maintain organized, reliable systems behind the scenes.

You’ll:

• Organize digital files and documentation
• Maintain executive records and reference materials
• Prepare reports, summaries, and presentations when needed
• Keep administrative workflows structured and current
• Handle sensitive and confidential information with discretion

Required Experience & Skills

• 3+ years of Executive Assistant or senior administrative support experience
• Experience directly supporting senior executives or leadership teams
• Strong experience managing complex calendars across multiple time zones
• Excellent written and verbal English communication
• Strong proficiency with:
• Google Workspace
• Microsoft Office
• Calendar and scheduling platforms
• Strong inbox and communication management skills
• Excellent organization and attention to detail
• Ability to prioritize competing requests effectively
• Strong follow-through and deadline management
• Professional judgment when handling confidential information
• Ability to work during U.S. client business hours with flexibility when required

Nice to Have

• Experience supporting multiple executives simultaneously
• Background in:
• Startups
• Agencies
• Consulting
• Professional services
• High-growth companies
• Experience coordinating international travel
• Familiarity with:
• Slack
• Zoom
• Notion
• Asana
• Similar collaboration and project management tools
• Exposure to:
• Operations
• Project coordination
• Business administration
• Chief of Staff-style responsibilities

What Makes You a Strong Fit

You:

• Anticipate needs instead of waiting for instructions
• Are exceptionally organized and dependable
• Know how to prioritize when everything appears urgent
• Communicate professionally with executives and external stakeholders
• Protect executive time and attention
• Remain calm when schedules or priorities change unexpectedly
• Follow through until tasks are fully completed
• Are comfortable making judgment calls within your area of responsibility
• Handle confidential information with discretion
• Create structure in fast-moving environments
• Take ownership of details without losing sight of larger priorities

What a Typical Day Looks Like

Your day may include:

• Reviewing the executive’s calendar and priorities
• Preparing a daily briefing for upcoming meetings
• Managing inboxes and responding to scheduling requests
• Resolving calendar conflicts across multiple time zones
• Preparing agendas and meeting materials
• Coordinating flights, hotels, and transportation
• Taking meeting notes and tracking action items
• Following up with teams on outstanding deliverables
• Conducting research and preparing executive summaries
• Updating project and priority trackers
• Preparing the executive’s schedule for the following day

In short: you ensure executives operate with maximum efficiency, organization, preparation, and clarity while keeping important priorities moving behind the scenes.

Key Metrics for Success

• Calendar accuracy and scheduling efficiency
• Reduction in scheduling conflicts
• Timely communication and follow-up
• Completion of executive action items and priorities
• Smooth and accurate travel coordination
• Quality and usefulness of meeting preparation
• Organization and accuracy of executive documentation
• Executive confidence in day-to-day operational support

Why This Role Stands Out

• Work directly with senior leadership and decision-makers
• High visibility across important business initiatives
• Significant ownership over executive operations
• Exposure to business strategy and leadership decision-making
• Opportunity to develop deeper operational and project management skills
• Fully remote environment
• Potential career progression into:
• Senior Executive Assistant
• Executive Operations
• Project Management
• Operations Management
• Chief of Staff

Interview Process

1. Initial Phone Screen
2. Video Interview with Pavago Recruiter
3. Practical Task — Executive Briefing Memo or Scheduling Scenario
4. Client Interview
5. Offer & Background Verification

Apply Now

If you:

• Have 3+ years of Executive Assistant experience
• Are highly organized and proactive
• Can confidently manage complex calendars and travel
• Communicate professionally with senior stakeholders
• Excel at follow-through and anticipating executive needs
• Thrive in fast-paced, high-accountability environments

We’d love to hear from you.

Important: Spark Hire Video Interview

As part of our application process, qualified candidates will be invited to complete a one-way video interview through Spark Hire.

This is your opportunity to introduce yourself and highlight your experience with executive support, complex calendar management, inbox management, travel coordination, meeting preparation, stakeholder communication, and operational follow-through.

We recommend sharing specific examples of executives you have supported, the complexity of the calendars or travel you managed, how you handled competing priorities or last-minute changes, and ways you proactively helped leadership operate more efficiently.

Please complete your Spark Hire interview promptly after receiving the invitation. Candidates who do not complete the video interview may not move forward in the hiring process.

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