Executive Assitant

Job Title: Executive Assistant
Position Type: Contract, Full-Time, Remote
Working Hours: US - MST/ CST

About Pavago

Pavago is seeking a proactive Executive Assistant to support the founder and president of a prominent client. This role will be instrumental in overseeing operations across finance, employee management, client relations, and special projects. The ideal candidate will excel in organizational tasks, possess strong interpersonal skills, and demonstrate exceptional attention to detail to ensure smooth business operations and project execution.

Responsibilities:

• Managing calendar and meeting schedule: Coordinate and manage appointments, meetings, and events, ensuring efficient use of time and resources.
• Managing accounts payable and receivable: Handle all aspects of accounts payable and receivable, including processing invoices, payments, and reconciliations.
• Managing company and executive email correspondence: Monitor and respond to emails, ensuring timely and professional communication.
• Scheduling freight pickups for outbound shipments: Coordinate logistics and schedule freight pickups for outbound shipments to ensure timely delivery.
• Corresponding with clients about orders: Communicate with clients regarding order status, shipment details, and any inquiries or concerns they may have.
• Onboarding new clients: Facilitate the onboarding process for new clients, ensuring smooth integration and providing necessary support.
• Managing employee time clocks, payroll, and legal paperwork: Oversee employee timekeeping systems, process payroll accurately and on time, and maintain compliance with legal requirements.
• Interviewing, negotiating salaries, and onboarding new employees: Conduct interviews, negotiate salaries, and facilitate the onboarding process for new hires to ensure a seamless transition.
• Ordering supplies for employees, warehouse, and office: Procure and manage inventory of supplies for employees, warehouse operations, and office needs, ensuring adequate stock levels.

What Makes You a Perfect Fit:

• Bilingual Communication: Utilize proficiency in both English and Spanish to facilitate effective communication with stakeholders, team members, and executive/board members.
• Complex Problem Solving: Prioritize and resolve complex issues using a collaborative and adaptable approach, ensuring efficient resolution within established timelines.
• Project Management: Proactively manage multiple projects with varying timelines and budgets, ensuring adherence to project milestones and resource allocation.
• Relationship Building: Cultivate strong interpersonal relationships with stakeholders, including team members and executive/board members, fostering collaboration and mutual understanding.

Required Experience & Skills:

• Experience Requirements: Minimum 5-10 years of experience providing high-level executive assistance in fast-paced environments, supporting executive-level professionals with administrative tasks, project coordination, and confidential correspondence management.
• Language Skills: Fluent in both English and Spanish, capable of communicating effectively and confidently in both languages, facilitating seamless interaction with diverse stakeholders.
• Technical Proficiency: Proficient in utilizing Zoom, Slack, Telegram, Google Calendar, Google Meets, Google Sheets, Google Docs, Trello, and Pipedrive CRM for effective communication, scheduling, task management, and customer relationship management, supplemented by adept use of Gmail for email correspondence.
• Educational Requirement: Bachelor's Degree in a relevant field, providing a foundation in organizational management, communication, and critical thinking skills necessary for supporting executive leadership effectively.

Interview Process:

• Initial Phone Call: Engage in a brief conversation to understand your experience and suitability for the role.
• Video Interview: Delve deeper into your professional background and assess your skills in a 30-minute call.
• Practical Assessment: Showcase your creative abilities through practical tasks relevant to the role.
• Final Interview: Have a comprehensive discussion with our client to ensure mutual alignment.
• Background Checks: Conduct swift verification of your references and past employment details.

Ready to Apply?

If you thrive in a dynamic environment and are committed to providing high-level support to executive leadership, we invite you to apply and contribute to our client’s  team.