Executive Assistant

Executive Assistant Position Type: Full-Time | Remote Working Hours: U.S. Business Hours About the Role At Pavago, we are hiring for one of our clients seeking a highly organized, proactive, and discreet Executive Assistant to provide dedicated support to two senior leaders. This role is centered around managing executive communications, calendars, administrative operations, and day-to-day coordination, allowing leadership to focus on strategic priorities. The ideal candidate is an exceptional communicator, thrives in a fast-paced environment, and is comfortable acting as a trusted representative for leadership. Since this role involves handling confidential information and receiving real-time task delegation by phone, professionalism, responsiveness, and discretion are essential. Responsibilities Executive Inbox & Communication Management Manage executive inboxes using Microsoft Outlook by prioritizing emails, drafting responses, and organizing communications. Monitor incoming correspondence to ensure timely responses and follow-ups. Draft professional communications on behalf of leadership while maintaining confidentiality. Act as the communication liaison between executives, internal teams, clients, and external stakeholders. Calendar & Meeting Coordination Manage complex executive calendars, including scheduling, rescheduling, and confirming meetings across multiple time zones. Proactively resolve scheduling conflicts and protect executives' time. Coordinate Zoom and Microsoft Teams meetings, including invitations and meeting logistics. Ensure leadership is fully prepared for upcoming meetings and commitments. Executive Support & Task Management Remain available by phone throughout the 9:00 AM–5:00 PM CST workday to receive real-time task delegation. Accurately capture verbal instructions, convert them into actionable tasks, and ensure timely completion. Track priorities, deadlines, and follow-ups without requiring constant supervision. Confirm completion of delegated tasks promptly and proactively. Administrative Operations Coordinate domestic and international travel arrangements. Prepare meeting agendas, record meeting notes, and track action items. Organize files, documentation, and business records. Assist with research, reporting, and special projects as assigned. Coordinate vendor communications and administrative workflows. CRM & Operations Support Maintain accurate records and activities within Salesforce CRM. Track ongoing projects, deadlines, and executive priorities. Follow up on outstanding tasks and ensure operational activities continue moving forward. Client & Stakeholder Coordination Communicate professionally with clients, vendors, and external partners via email, phone, and virtual meetings. Serve as a trusted point of contact on behalf of leadership. Represent the company with professionalism, responsiveness, and discretion. What Makes You a Perfect Fit You are highly organized and naturally stay ahead of deadlines and priorities. You communicate confidently and professionally with executives, clients, and stakeholders. You thrive in fast-paced environments and can manage multiple responsibilities independently. You exercise exceptional discretion when handling sensitive and confidential information. You are proactive, responsive, and take ownership of tasks from start to finish. Required Experience & Skills Must-Haves 3+ years of experience as an Executive Assistant, Administrative Assistant, or similar executive support role. Proven experience managing executive inboxes and complex calendars. Exceptional written and verbal English communication skills. Proven ability to handle confidential and sensitive information with complete discretion. Availability to remain reachable by phone throughout 9:00 AM–5:00 PM CST. Fast and accurate typing skills for documenting verbal instructions and real-time task management. Strong organizational and multitasking abilities with excellent attention to detail. Experience interacting professionally with clients and external stakeholders. Proficiency with Microsoft Outlook, Microsoft Office 365, Zoom, Microsoft Teams, and Salesforce CRM. Typical Day Managing executive inboxes and prioritizing daily communications. Coordinating calendars, meetings, and scheduling across multiple time zones. Receiving phone-based task delegation and executing requests promptly. Updating Salesforce records and tracking ongoing projects. Preparing meeting agendas, documenting action items, and following up on outstanding tasks. Coordinating travel arrangements and supporting day-to-day executive operations. Interview Process Initial screening with Pavago. Client interview. Final selection and onboarding. #LI-AG1