Executive Assistant

About the job
Description

Job Title: Executive Assistant (EA)

Position Type: Full-Time, Remote

Working Hours: U.S. client business hours (with flexibility for executive schedules, travel, and urgent needs)

About The Role

Our client is seeking an Executive Assistant to provide high-level administrative and operational support to senior executives. This role goes beyond basic admin tasks — the EA acts as a gatekeeper, project manager, and trusted partner, ensuring executives are prepared, informed, and able to focus on strategic priorities.

Responsibilities

Calendar & Scheduling:

Manage complex executive calendars, including internal/external meetings, travel, and events.
Anticipate conflicts, prioritize requests, and optimize time usage.
Schedule across multiple time zones using Outlook or Google Calendar.

Communication & Correspondence

Draft, proofread, and send emails or memos on behalf of executives.
Screen calls, messages, and requests, escalating only what requires executive attention.
Serve as a liaison between executives, employees, clients, and partners.

Meeting Preparation & Follow-Up

Prepare agendas, talking points, and briefing documents.
Collect and synthesize background materials ahead of meetings.
Record minutes, track action items, and ensure follow-up.

Travel & Logistics

Coordinate domestic and international travel (flights, hotels, transportation).
Prepare detailed itineraries and handle last-minute changes.
Process reimbursements and expense reports.

Project Support

Assist with research, data gathering, and report preparation.
Track progress on executive priorities and initiatives.
Manage confidential information with discretion.

Administrative Operations

Maintain organized digital filing systems.
Manage document version control and approvals.
Support onboarding or offboarding of senior staff as needed.

What Makes You a Perfect Fit

Highly organized, detail-oriented, and proactive.
Strong communicator with professional polish.
Able to anticipate needs and problem-solve independently.
Comfortable working in fast-paced, high-pressure environments.

Required Experience & Skills (Minimum)

3+ years of experience supporting senior executives.
Proficiency with Microsoft Office and Google Workspace.
Experience managing complex calendars and travel itineraries.
Excellent written and verbal communication.

Ideal Experience & Skills

Prior experience in high-growth startups, professional services, or executive-level support roles.
Familiarity with collaboration tools (Slack, Zoom, Notion, Asana).
Experience handling sensitive or confidential information.
Background supporting multiple executives simultaneously.

What Does a Typical Day Look Like?

An Executive Assistant’s day revolves around keeping the executive organized, informed, and focused. You will:

Begin by reviewing the executive’s calendar and preparing briefing notes for the day.
Screen emails and calls, flagging urgent items and drafting responses where appropriate.
Coordinate meetings and logistics, ensuring agendas, materials, and follow-ups are clear.
Manage travel plans and expense reports when required.
Track executive priorities, following up with team members to ensure deliverables are met.
Wrap the day by summarizing outstanding items, updating the calendar, and preparing tomorrow’s agenda.

In essence: you are the executive’s right hand, ensuring they operate at maximum efficiency and effectiveness.

Key Metrics For Success (KPIs)

Calendar accuracy and minimized conflicts.
Timely communication and follow-up on executive priorities.
High satisfaction from executives and stakeholders.
On-time completion of expense reporting and travel logistics.
Reduced administrative burden on executives (measured by time freed).

Interview Process

Initial Phone Screen
Video Interview with Pavago Recruiter
Practical Task (e.g., draft an executive briefing memo or manage a sample scheduling scenario)
Client Interview with Executives
Offer & Background Verification

Executive Assistant