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Executive Assistant / Operations Assistant – 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 a highly organized and proactive Executive Assistant / Operations Assistant to support leadership and help keep day-to-day business operations running smoothly.
This is a hands-on support role combining executive assistance, administrative coordination, task management, communication, and operational support .
You’ll manage calendars, communications, follow-ups, documents, projects, and recurring operational tasks while helping leadership stay organized and focused on higher-priority initiatives.
This role is ideal for someone who is resourceful, detail-oriented, proactive, and comfortable managing multiple priorities with limited supervision .
What You’ll Own
Executive & Calendar Support
Manage calendars, appointments, and meetings
Coordinate scheduling across internal and external stakeholders
Organize meeting logistics and ensure leadership is prepared
Manage scheduling changes and conflicting priorities
Coordinate travel and related logistics when required
Inbox, Communication & Follow-Ups
Support inbox management and email organization when required
Draft and coordinate professional internal and external communications
Track important follow-ups and outstanding requests
Ensure action items do not fall through the cracks
Escalate urgent or high-priority matters appropriately
Task & Project Coordination
Track tasks, projects, deadlines, and action items
Follow up with stakeholders on outstanding deliverables
Maintain organized trackers for leadership priorities
Help coordinate administrative and operational projects
Provide visibility into deadlines, responsibilities, and next steps
Documents, Reports & Presentations
Prepare and format reports, documents, presentations, and spreadsheets
Maintain accurate and organized business documentation
Assist with data entry and administrative reporting
Organize shared files and information for easy access
Proofread materials for accuracy and professionalism
Operations & Systems Support
Support CRM and recurring operational processes
Maintain accurate information across company systems
Assist with administrative workflows and process coordination
Learn and navigate new software, platforms, and AI tools
Help identify missing information or operational gaps and follow through on resolution
Research & Administrative Support
Conduct online research as needed
Compile findings into clear, organized summaries
Assist leadership with special projects and administrative requests
Coordinate information across teams and stakeholders
Support miscellaneous business needs as priorities evolve
Requirements
2+ years of experience as an Executive Assistant, Virtual Assistant, Operations Assistant, Administrative Assistant, or similar role
Excellent spoken and written English
Strong organizational and time-management skills High attention to detail and accuracy Strong proficiency with Google Workspace and/or Microsoft Office Experience managing calendars, meetings, documents, and follow-ups Comfortable learning new software and AI tools Ability to manage multiple priorities and deadlines simultaneously Proactive and resourceful problem-solving approach Able to work independently with limited supervision Reliable internet connection and professional remote-work setup Ability to overlap with U.S. business hours
Nice to Have
Experience directly supporting founders, executives, or senior leadership
Experience with CRM or project management platforms
Experience coordinating travel and complex calendars
Strong Excel or Google Sheets skills
Familiarity with tools such as Slack, Zoom, Calendly, Asana, ClickUp, or similar platforms
Experience using ChatGPT or other AI productivity tools
Previous experience working with U.S.-based teams
What Makes You a Strong Fit
You’ll likely thrive in this role if you:
Stay organized even when priorities change quickly
Proactively follow up without needing reminders
Notice details and inconsistencies others may miss
Communicate clearly and professionally
Are comfortable figuring things out independently
Take ownership of tasks through completion
Can anticipate leadership needs and prepare accordingly
Enjoy creating structure in fast-moving environments
What a Typical Day Looks Like
Your day may include reviewing leadership calendars and priorities, coordinating meetings, organizing inboxes, preparing documents, updating trackers, and following up on outstanding action items.
Throughout the day, you may conduct research, update CRM or operational systems, coordinate with internal and external stakeholders, prepare reports or presentations, and support leadership with administrative projects.
In short: you help keep leadership organized, priorities moving, and day-to-day operations running smoothly.
Key Metrics for Success
Accurate and organized calendar management
Timely completion of follow-ups and action items
Strong responsiveness to leadership priorities
Accurate documents, reports, and operational records
No missed deadlines or important meetings
Effective task and project tracking
Reliable communication and follow-through
High confidence from leadership in day-to-day support
Interview Process
Initial Application
Spark Hire One-Way Video Interview
Video Interview with Pavago Recruiter
Client Interview
Offer & Onboarding
Spark Hire Video Interview – Required
As part of the application process, all candidates are required to complete a one-way video interview through Spark Hire .
After completing the first step of your application, you’ll receive a Spark Hire invitation by email with instructions to record and submit your video responses.
Completion of the Spark Hire video is required to be considered for the next stage . Please check your inbox as well as your spam or junk folder for the invitation.
Apply Now
If you have experience in executive assistance, virtual assistance, administrative support, or operations and are highly organized, proactive, and comfortable supporting leadership in a fast-moving remote environment, we’d love to hear from you.
Apply today and help keep leadership priorities and business operations organized and moving forward.
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