🚗 Executive Assistant (Operations, Client Coordination & CRM Management) – Remote | U.S. Hours
Position Type: Full-Time, Remote
Working Hours: U.S. Business Hours
🚀 About the Role
At Pavago, one of our clients is hiring an Executive Assistant (Operations & Client Coordination) to support daily operations, client communication, CRM management, scheduling, and workflow coordination within a fast-growing automotive business.
This is not a basic administrative role.
You’ll act as a key operational partner to the founder by helping manage:
- client communication
- contractor coordination
- CRM organization
- scheduling and operational workflows
- follow-ups and execution tracking
- day-to-day operational support
This role is ideal for someone who is:
- highly organized
- proactive
- detail-oriented
- execution-focused
- comfortable managing multiple moving parts simultaneously
If you thrive in fast-paced operational environments and enjoy keeping projects, communication, and workflows organized — this role is a strong fit.
🔥 What You’ll Own
Client Communication & Coordination
- Manage inbound client inquiries and prioritize urgent requests
- Draft and send professional client updates, summaries, and follow-ups
- Maintain strong communication and responsiveness throughout active projects
- Track ongoing conversations and maintain organized communication workflows
- Ensure a high-quality client experience across all touchpoints
Contractor & Project Coordination
- Coordinate with freelance contractors and vendors on active projects
- Track deliverables, deadlines, and project progress
- Maintain communication between:
- contractors
- clients
- leadership
- Ensure tasks and timelines remain organized and on schedule
- Escalate delays or operational issues proactively
CRM & Administrative Operations
- Manage and maintain CRM records inside GoHighLevel (GHL)
- Keep:
- client records
- pipelines
- workflows
- notes
- follow-ups
organized and accurate
- Support onboarding workflows and operational setup processes
- Ensure CRM hygiene and operational consistency across systems
Scheduling & Executive Support
- Manage calendars, scheduling, and meeting coordination using:
- Google Calendar
- Gmail
- Google Workspace
- Coordinate meetings and operational priorities for leadership
- Prepare context, notes, and materials ahead of meetings or calls
- Help maintain daily operational alignment and follow-through
Research & Reporting Support
- Conduct operational and market research including:
- vendor research
- inventory checks
- market comparisons
- operational data gathering
- Organize findings into actionable summaries and reports
- Support leadership with operational decision-making and execution support
📊 What Success Looks Like
- Client communication remains fast, professional, and organized
- CRM records and workflows stay clean and accurate
- Projects and contractor deliverables stay on track
- Scheduling and operational coordination run smoothly
- Leadership spends less time chasing follow-ups and operational details
- Daily operations remain organized, responsive, and execution-focused
🧠 What Makes You a Strong Fit
- Highly organized with strong attention to detail
- Proactive and ownership-focused
- Strong multitasking and operational coordination ability
- Excellent communicator with professional client-facing skills
- Comfortable working independently in a remote environment
- Strong follow-through and execution discipline
- Calm under pressure while managing shifting priorities
✅ Must-Have Requirements
Experience
- 2+ years of experience supporting:
- founders
- executives
- operations teams
- small business owners
- Experience in:
- executive assistance
- operations coordination
- administrative support
- client communication
Technical Skills
- Strong hands-on experience with:
- GoHighLevel (GHL)
- Google Workspace
- Gmail
- Google Calendar
- Google Drive
- Google Docs
- Experience managing CRM workflows and operational tracking systems
- Strong organizational and workflow management skills
Communication & Execution
- Excellent written and verbal English communication skills
- Strong attention to detail and operational accuracy
- Ability to manage priorities independently without constant oversight
- Reliable remote work setup and stable internet connection
⭐ Nice to Have
- Experience in:
- automotive industry operations
- client coordination
- service-based businesses
- Familiarity with:
- Gamma
- Google Slides
- PowerPoint
- Notebook LM
- presentation and research tools
- Experience supporting founders in fast-paced businesses
📅 What a Typical Day Looks Like
- Respond to client inquiries and coordinate follow-ups
- Update and maintain CRM records in GoHighLevel
- Coordinate contractors and track active project timelines
- Manage scheduling, meetings, and operational calendars
- Conduct operational research and organize key information
- Support leadership with daily priorities and workflow tracking
In short:
You keep operations organized, communication flowing, and projects moving forward efficiently.
📈 Key Metrics for Success (KPIs)
- Responsiveness and professionalism in client communication
- CRM accuracy and organization
- Timely follow-through on tasks and operational requests
- Scheduling efficiency and calendar management
- Contractor coordination and deadline adherence
- Reduction in operational bottlenecks
- Leadership satisfaction and operational reliability
🌟 Why This Role Stands Out
- High ownership and visibility with leadership
- Opportunity to work closely with a founder in a fast-growing business
- Exposure to:
- CRM systems
- operations management
- workflow coordination
- client operations
- contractor management
- Clear growth path into:
- Operations Manager
- Executive Operations Lead
- Client Success Manager
- Operations Coordinator
- Fully remote role with strong long-term growth potential
🧪 Interview Process
- Initial Phone Screen
- Video Interview with Recruiter
- Client Interview
- Offer & Onboarding
👉 Apply Now
If you:
- thrive in fast-moving operational environments
- enjoy organization, communication, and execution
- love supporting leadership and coordinating moving parts
- want a high-impact role with strong ownership and visibility
this is a strong opportunity to grow within operations and executive support.
