Executive Assistant (Executive Support & Operations) – Remote

Executive Support | Calendar Management | Travel Coordination | Operations

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 an Executive Assistant (EA) to provide high-level administrative and operational support to senior leadership in a fast-paced, high-accountability environment.

This is far more than a traditional administrative role. You’ll serve as a trusted partner to executives by managing complex calendars, coordinating travel, preparing meetings, handling executive communications, and ensuring priorities move forward efficiently.

The ideal candidate is proactive, resourceful, highly organized, and comfortable working independently while managing multiple priorities with professionalism and discretion.

If you enjoy solving problems, anticipating needs, and helping executives operate at their highest level, this role is an excellent fit.

What You’ll Own

Calendar & Scheduling Management

• Manage complex executive calendars across multiple time zones.
• Coordinate meetings, calls, appointments, and scheduling priorities.
• Resolve scheduling conflicts and optimize executive availability.
• Manage calendars using Google Calendar, Microsoft Outlook, Calendly, and similar scheduling tools.
• Ensure executives are fully prepared for upcoming commitments.

Executive Communication & Support

• Draft, proofread, and manage professional executive communications.
• Organize and prioritize executive inboxes.
• Screen meeting requests, emails, and incoming communications.
• Serve as a liaison between executives, clients, partners, and internal teams.
• Handle confidential information with professionalism and discretion.

Meeting Preparation & Follow-Up

• Prepare agendas, briefing documents, reports, and meeting materials.
• Conduct research and gather information for executive meetings.
• Take meeting notes and document action items.
• Track follow-ups and ensure accountability across stakeholders.
• Help leadership stay aligned on priorities and deadlines.

Travel & Logistics Coordination

• Coordinate domestic and international travel arrangements.
• Book flights, hotels, transportation, and itineraries.
• Manage last-minute travel changes and scheduling adjustments.
• Track travel expenses and reimbursement documentation.
• Ensure smooth logistics for executive travel and events.

Project & Administrative Support

• Track executive priorities, projects, and strategic initiatives.
• Follow up with internal teams on deadlines and deliverables.
• Conduct research and prepare reports, summaries, and presentations.
• Maintain organized digital filing systems and documentation.
• Support operational projects and administrative initiatives as needed.

Requirements

Must-Have Qualifications

Experience

• 3+ years of Executive Assistant or senior administrative support experience.
• Experience supporting executives in fast-paced environments.
• Strong calendar management and scheduling experience across multiple time zones.

Technical Skills

• Proficiency with Google Workspace and Microsoft Office.
• Excellent written and verbal English communication skills.
• Strong organizational, planning, and multitasking abilities.
• Exceptional attention to detail.
• Ability to manage confidential information with professionalism.

Nice-to-Have

• Experience supporting startups, agencies, consulting firms, or high-growth companies.
• Familiarity with Slack, Zoom, Notion, Asana, ClickUp, or similar collaboration tools.
• Experience supporting multiple executives simultaneously.
• Exposure to operations, project coordination, or business support functions.

Tools & Platforms

• Google Workspace
• Microsoft Office
• Google Calendar
• Microsoft Outlook
• Calendly
• Slack
• Zoom
• Notion
• Asana
• ClickUp

What Makes You a Strong Fit

• Highly organized with exceptional attention to detail.
• Proactive and resourceful with excellent problem-solving skills.
• Strong written and verbal communication abilities.
• Comfortable managing multiple priorities simultaneously.
• Able to anticipate executive needs before they arise.
• Calm under pressure and adaptable to changing priorities.
• Reliable, discreet, and accountable.

What a Typical Day Looks Like

• Review executive calendars and prepare daily briefing notes.
• Manage inboxes and scheduling requests.
• Coordinate meetings, agendas, and follow-up action items.
• Arrange travel and manage logistics.
• Track project updates and outstanding priorities.
• Prepare reports, presentations, and executive summaries.
• Communicate with stakeholders and ensure deadlines remain on track.

In short: You ensure executives stay organized, focused, and productive by managing schedules, communication, logistics, and operational priorities behind the scenes.

Key Metrics for Success (KPIs)

• Calendar accuracy and scheduling efficiency
• Timely communication and follow-up completion
• Executive satisfaction and operational support quality
• Smooth travel coordination and logistics management
• Reduction in scheduling conflicts and administrative delays
• Accuracy of documentation and meeting follow-ups

Why This Role Stands Out

• Fully remote opportunity supporting senior leadership.
• High-visibility role with direct executive exposure.
• Significant ownership and autonomy.
• Opportunity to contribute to strategic initiatives beyond administrative support.
• Career growth into Operations Manager, Project Manager, Chief of Staff, or Business Operations leadership roles.

Interview Process

1. Initial Phone Screen
2. Spark Hire Intro Video (3–5 minutes)
3. Practical Task (Executive Briefing Memo or Scheduling Scenario)
4. Client Interview
5. Offer & Background Verification

What Happens After You Apply

Right after you apply, you’ll receive an email invitation from Spark Hire to record your Intro Video. This short, self-recorded video is the next step that completes your application and can be recorded whenever it’s convenient for you.

Instead of repeating yourself across multiple screening calls, you’ll introduce yourself once, and your video will be shared with the hiring team. This helps the hiring team evaluate your communication style early, making future interviews more meaningful while reducing unnecessary interview rounds.

Don’t overthink it—you can record your video as many times as you’d like before submitting it. Only your final submission will be reviewed.

Please keep an eye on both your inbox and spam folder for your Spark Hire invitation after submitting your application.

Apply Now

If you’re a proactive Executive Assistant who enjoys supporting senior leaders, managing complex priorities, and helping organizations operate at their best, we’d love to hear from you. Apply today and become a trusted partner to executive leadership in a fast-growing organization.