Executive Assistant
Position Type: Full-Time | Remote
Working Hours: U.S. Business Hours
About the Role
At Pavago, we are hiring for one of our clients seeking a highly organized, proactive, and discreet Executive Assistant to provide dedicated support to two senior leaders. This role is centered around managing executive communications, calendars, administrative operations, and day-to-day coordination, allowing leadership to focus on strategic priorities.
The ideal candidate is an exceptional communicator, thrives in a fast-paced environment, and is comfortable acting as a trusted representative for leadership. Since this role involves handling confidential information and receiving real-time task delegation by phone, professionalism, responsiveness, and discretion are essential.
Responsibilities
Executive Inbox & Communication Management
- Manage executive inboxes using Microsoft Outlook by prioritizing emails, drafting responses, and organizing communications.
- Monitor incoming correspondence to ensure timely responses and follow-ups.
- Draft professional communications on behalf of leadership while maintaining confidentiality.
- Act as the communication liaison between executives, internal teams, clients, and external stakeholders.
Calendar & Meeting Coordination
- Manage complex executive calendars, including scheduling, rescheduling, and confirming meetings across multiple time zones.
- Proactively resolve scheduling conflicts and protect executives' time.
- Coordinate Zoom and Microsoft Teams meetings, including invitations and meeting logistics.
- Ensure leadership is fully prepared for upcoming meetings and commitments.
Executive Support & Task Management
- Remain available by phone throughout the 9:00 AM–5:00 PM CST workday to receive real-time task delegation.
- Accurately capture verbal instructions, convert them into actionable tasks, and ensure timely completion.
- Track priorities, deadlines, and follow-ups without requiring constant supervision.
- Confirm completion of delegated tasks promptly and proactively.
Administrative Operations
- Coordinate domestic and international travel arrangements.
- Prepare meeting agendas, record meeting notes, and track action items.
- Organize files, documentation, and business records.
- Assist with research, reporting, and special projects as assigned.
- Coordinate vendor communications and administrative workflows.
CRM & Operations Support
- Maintain accurate records and activities within Salesforce CRM.
- Track ongoing projects, deadlines, and executive priorities.
- Follow up on outstanding tasks and ensure operational activities continue moving forward.
Client & Stakeholder Coordination
- Communicate professionally with clients, vendors, and external partners via email, phone, and virtual meetings.
- Serve as a trusted point of contact on behalf of leadership.
- Represent the company with professionalism, responsiveness, and discretion.
What Makes You a Perfect Fit
- You are highly organized and naturally stay ahead of deadlines and priorities.
- You communicate confidently and professionally with executives, clients, and stakeholders.
- You thrive in fast-paced environments and can manage multiple responsibilities independently.
- You exercise exceptional discretion when handling sensitive and confidential information.
- You are proactive, responsive, and take ownership of tasks from start to finish.
Required Experience & Skills
Must-Haves
- 3+ years of experience as an Executive Assistant, Administrative Assistant, or similar executive support role.
- Proven experience managing executive inboxes and complex calendars.
- Exceptional written and verbal English communication skills.
- Proven ability to handle confidential and sensitive information with complete discretion.
- Availability to remain reachable by phone throughout 9:00 AM–5:00 PM CST.
- Fast and accurate typing skills for documenting verbal instructions and real-time task management.
- Strong organizational and multitasking abilities with excellent attention to detail.
- Experience interacting professionally with clients and external stakeholders.
- Proficiency with Microsoft Outlook, Microsoft Office 365, Zoom, Microsoft Teams, and Salesforce CRM.
Typical Day
- Managing executive inboxes and prioritizing daily communications.
- Coordinating calendars, meetings, and scheduling across multiple time zones.
- Receiving phone-based task delegation and executing requests promptly.
- Updating Salesforce records and tracking ongoing projects.
- Preparing meeting agendas, documenting action items, and following up on outstanding tasks.
- Coordinating travel arrangements and supporting day-to-day executive operations.
Interview Process
- Initial screening with Pavago.
- Client interview.
- Final selection and onboarding.
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