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DescriptionExecutive Assistant / Operations Assistant – Remote | U.S. HoursPosition Type: Full-Time, Remote Working Hours: U.S. Business HoursAbout the RoleAt 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 OwnExecutive & Calendar SupportManage calendars, appointments, and meetingsCoordinate scheduling across internal and external stakeholdersOrganize meeting logistics and ensure leadership is preparedManage scheduling changes and conflicting prioritiesCoordinate travel and related logistics when requiredInbox, Communication & Follow-UpsSupport inbox management and email organization when requiredDraft and coordinate professional internal and external communicationsTrack important follow-ups and outstanding requestsEnsure action items do not fall through the cracksEscalate urgent or high-priority matters appropriatelyTask & Project CoordinationTrack tasks, projects, deadlines, and action itemsFollow up with stakeholders on outstanding deliverablesMaintain organized trackers for leadership prioritiesHelp coordinate administrative and operational projectsProvide visibility into deadlines, responsibilities, and next stepsDocuments, Reports & PresentationsPrepare and format reports, documents, presentations, and spreadsheetsMaintain accurate and organized business documentationAssist with data entry and administrative reportingOrganize shared files and information for easy accessProofread materials for accuracy and professionalismOperations & Systems SupportSupport CRM and recurring operational processesMaintain accurate information across company systemsAssist with administrative workflows and process coordinationLearn and navigate new software, platforms, and AI toolsHelp identify missing information or operational gaps and follow through on resolutionResearch & Administrative SupportConduct online research as neededCompile findings into clear, organized summariesAssist leadership with special projects and administrative requestsCoordinate information across teams and stakeholdersSupport miscellaneous business needs as priorities evolveRequirements2+ years of experience as an Executive Assistant, Virtual Assistant, Operations Assistant, Administrative Assistant, or similar roleExcellent spoken and written EnglishStrong organizational and time-management skillsHigh attention to detail and accuracyStrong proficiency with Google Workspace and/or Microsoft OfficeExperience managing calendars, meetings, documents, and follow-upsComfortable learning new software and AI toolsAbility to manage multiple priorities and deadlines simultaneouslyProactive and resourceful problem-solving approachAble to work independently with limited supervisionReliable internet connection and professional remote-work setupAbility to overlap with U.S. business hoursNice to HaveExperience directly supporting founders, executives, or senior leadershipExperience with CRM or project management platformsExperience coordinating travel and complex calendarsStrong Excel or Google Sheets skillsFamiliarity with tools such as Slack, Zoom, Calendly, Asana, ClickUp, or similar platformsExperience using ChatGPT or other AI productivity toolsPrevious experience working with U.S.-based teamsWhat Makes You a Strong FitYou’ll likely thrive in this role if you:Stay organized even when priorities change quicklyProactively follow up without needing remindersNotice details and inconsistencies others may missCommunicate clearly and professionallyAre comfortable figuring things out independentlyTake ownership of tasks through completionCan anticipate leadership needs and prepare accordinglyEnjoy creating structure in fast-moving environmentsWhat a Typical Day Looks LikeYour 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 SuccessAccurate and organized calendar managementTimely completion of follow-ups and action itemsStrong responsiveness to leadership prioritiesAccurate documents, reports, and operational recordsNo missed deadlines or important meetingsEffective task and project trackingReliable communication and follow-throughHigh confidence from leadership in day-to-day supportInterview ProcessInitial ApplicationSpark Hire One-Way Video InterviewVideo Interview with Pavago RecruiterClient InterviewOffer & OnboardingSpark Hire Video Interview – RequiredAs 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 NowIf 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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