Executive Assistant - job 1 of 3

Job Title: Executive Assistant
Position Type: Full-Time, Remote
Time Zone: CST/ EST

About Pavago

Pavago is seeking a highly organized, detail-oriented, and proactive Executive Assistant to support our client’s leadership team. This role is vital for streamlining daily operations, improving communication, managing key projects, and handling a variety of administrative responsibilities to help leadership stay focused on big-picture goals.

Key Responsibilities

Executive & Administrative Support

• Provide high-level executive support to streamline organization, prioritization, and communication across tasks and teams.
• Manage email inbox and calendar: sort, prioritize, and respond to routine inquiries with minimal direction.
• Handle miscellaneous administrative duties including travel arrangements, meeting and appointment scheduling, and online purchases.
• Perform research tasks, manage small projects, and track follow-ups to ensure nothing slips through the cracks.

Communication & Coordination

• Act as a reliable gatekeeper and liaison between leadership and internal/external stakeholders.
• Draft and manage professional communication (emails, messages, memos) with clarity and timeliness.
• Track action items and deliverables from team meetings and ensure accountability.
• Coordinate communication between leadership and team members to maintain seamless project flow.

Project & Task Management

• Track, organize, and follow up on projects and tasks using tools like ClickUp, Google Workspace, or other PM platforms.
• Ensure recurring tasks and responsibilities are executed reliably without constant supervision.
• Create systems to support efficiency and accountability in day-to-day operations.

What Makes You a Perfect Fit

• Proactive & Responsible: You take initiative, solve problems independently, and don’t let things sit.
• Strong Follow-Through: You consistently follow through and complete tasks reliably.
• Highly Organized: You can juggle multiple tasks, projects, and communications with attention to detail.
• Clear Communicator: You write and speak clearly and professionally across all formats.
• Technically Savvy: Comfortable navigating Microsoft Office, Google Workspace, and project management/reporting tools.

Required Skills & Experience

• 3–4 years of proven experience in an executive assistant or operations support role.
• Experience working with executives who are often unavailable, requiring strong initiative and ownership.
• Familiarity with communication tools (Gmail, Slack), calendar tools (Google/Outlook), and cloud-based document systems.
• Experience creating presentations and reports in Excel, PowerPoint, Google Sheets, Canva, etc.
• Familiarity with reporting tools like Salesforce or Tableau is a plus.
• Exceptional verbal and written communication skills in English.
• Proven ability to reduce executive workload, not add to it.

What a Typical Day Looks Like

• Start by reviewing emails, messages, and tasks for the day.
• Coordinate with leadership and the team for updates, priorities, and upcoming meetings.
• Manage communication flows, calendar events, and schedule logistics.
• Prepare reports, financial summaries, and presentations.
• Tackle miscellaneous tasks from travel arrangements to online research and document preparation.
• Ensure all responsibilities are handled smoothly, proactively, and with minimal supervision.

Interview Process

1. Initial Phone Call – A brief conversation to assess your experience and communication style.
2. Final Interview – A deeper discussion with the client to evaluate alignment and work style.
3. Offer Placement – Top candidates will receive an offer to join the Pavago team.