Executive Assistant (Operations, Client Coordination & CRM Management)

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 day-to-day operations, client communication, CRM management, scheduling, and workflow coordination within a fast-growing automotive business.

This is more than a traditional Executive Assistant role. You’ll serve as a trusted operational partner to the founder, ensuring projects move forward, client communication remains organized, and daily operations run efficiently behind the scenes.

You’ll help manage client relationships, coordinate contractors, maintain CRM accuracy, organize schedules, and keep operational workflows on track. If you’re proactive, detail-oriented, and thrive in fast-paced environments where organization and execution matter, this role is an excellent fit.

What You’ll Own

Client Communication & Coordination

• Manage inbound client inquiries and prioritize urgent requests.
• Draft and send professional emails, updates, and follow-ups.
• Maintain proactive communication throughout active projects.
• Track ongoing conversations and ensure timely responses.
• Deliver an exceptional client experience across every interaction.

Contractor & Project Coordination

• Coordinate with freelance contractors and external vendors.
• Track project milestones, deliverables, and deadlines.
• Facilitate communication between:
• Clients
• Contractors
• Leadership
• Identify and escalate delays or operational issues before they impact delivery.
• Ensure projects remain organized and on schedule.

CRM & Administrative Operations

• Maintain accurate client records within GoHighLevel (GHL).
• Manage:
• Pipelines
• Workflows
• Client notes
• Follow-up tasks
• CRM records
• Support onboarding workflows and operational setup.
• Maintain clean, organized, and accurate CRM data.

Scheduling & Executive Support

• Manage executive calendars using:
• Google Calendar
• Gmail
• Google Workspace
• Coordinate meetings, appointments, and operational priorities.
• Prepare agendas, notes, and supporting materials before meetings.
• Track follow-ups and ensure action items are completed.

Research & Reporting

• Conduct research including:
• Vendor research
• Inventory checks
• Market comparisons
• Operational analysis
• Organize findings into clear summaries and reports.
• Support leadership with data needed for operational decision-making.

What Makes You a Strong Fit

• Highly organized with exceptional attention to detail.
• Proactive and ownership-driven.
• Excellent multitasking and coordination skills.
• Professional communicator with strong client-facing abilities.
• Comfortable working independently in a remote environment.
• Reliable with outstanding follow-through.
• Calm and adaptable when priorities shift.

Required Experience & Skills

Experience

• 2+ years supporting:
• Founders
• Executives
• Operations teams
• Small business owners
• Experience in:
• Executive Assistance
• Operations Coordination
• Administrative Support
• Client Communication

Technical Skills

• Hands-on experience with:
• GoHighLevel (GHL)
• Google Workspace
• Gmail
• Google Calendar
• Google Drive
• Google Docs
• Experience managing CRM workflows.
• Strong organizational and workflow management skills.

Communication

• Excellent written and verbal English communication.
• Strong attention to detail and operational accuracy.
• Ability to manage priorities independently.
• Reliable remote work environment with stable internet.

Nice-to-Have

• Experience in:
• Automotive operations
• Client coordination
• Service-based businesses
• Familiarity with:
• Gamma
• Google Slides
• Microsoft PowerPoint
• NotebookLM
• Experience supporting founders in high-growth businesses.

What a Typical Day Looks Like

• Respond to client inquiries and coordinate follow-ups.
• Update CRM records in GoHighLevel.
• Coordinate contractors and monitor project timelines.
• Manage executive calendars and meeting schedules.
• Conduct operational research and prepare summaries.
• Track priorities and ensure projects continue moving forward.

In short: You keep operations organized, communication flowing, projects on schedule, and leadership focused on high-impact priorities.

Key Metrics for Success (KPIs)

• Responsiveness and professionalism in client communication.
• Accuracy and organization of CRM records.
• Timely completion of follow-ups and operational tasks.
• Scheduling efficiency and calendar accuracy.
• Contractor coordination and on-time project delivery.
• Reduction in operational bottlenecks.
• Leadership satisfaction with operational support.

Why Join Us?

• Work directly with the founder of a growing business.
• High ownership and visibility across operations.
• Opportunity to strengthen skills in:
• Executive Support
• CRM Management
• Operations Coordination
• Client Success
• Project Management
• Fully remote work environment with long-term growth opportunities.
• Career progression into:
• Operations Manager
• Executive Operations Lead
• Client Success Manager
• Operations Coordinator

Interview Process

1. Initial Phone Screen
2. Spark Hire Intro Video (3–5 minutes)
3. Client Interview
4. Offer & Onboarding

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 highly organized Executive Assistant who enjoys supporting leadership, coordinating operations, managing client relationships, and keeping workflows running smoothly, we’d love to hear from you. Apply today and play a key role in helping a growing business operate with efficiency, organization, and exceptional client service.