Job Description

Executive Assistant (EA)

Position Type: Full-Time, Remote

Working Hours: U.S. client business hours (with flexibility for executive schedules, travel, and urgent needs)

About the Role:

Our client is seeking an Executive Assistant to provide high-level administrative and operational support to senior executives. This role goes beyond basic admin tasks the EA acts as a gatekeeper, project manager, and trusted partner, ensuring executives are prepared, informed, and able to focus on strategic priorities.

Responsibilities:

Calendar & Scheduling:

• Manage complex executive calendars, including internal/external meetings, travel, and events.
• Anticipate conflicts, prioritize requests, and optimize time usage.
• Schedule across multiple time zones using Outlook or Google Calendar.

Communication & Correspondence:

• Draft, proofread, and send emails or memos on behalf of executives.
• Screen calls, messages, and requests, escalating only what requires executive attention.
• Serve as a liaison between executives, employees, clients, and partners.

Meeting Preparation & Follow-Up:

• Prepare agendas, talking points, and briefing documents.
• Collect and synthesize background materials ahead of meetings.
• Record minutes, track action items, and ensure follow-up.

Travel & Logistics:

• Coordinate domestic and international travel (flights, hotels, transportation).
• Prepare detailed itineraries and handle last-minute changes.
• Process reimbursements and expense reports.

Project Support:

• Assist with research, data gathering, and report preparation.
• Track progress on executive priorities and initiatives.
• Manage confidential information with discretion.

Administrative Operations:

• Maintain organized digital filing systems.
• Manage document version control and approvals.
• Support onboarding or offboarding of senior staff as needed.

What Makes You a Perfect Fit:

• Highly organized, detail-oriented, and proactive.
• Strong communicator with professional polish.
• Able to anticipate needs and problem-solve independently.
• Comfortable working in fast-paced, high-pressure environments.

Required Experience & Skills (Minimum):

• 3+ years of experience supporting senior executives.
• Proficiency with Microsoft Office and Google Workspace.
• Experience managing complex calendars and travel itineraries.
• Excellent written and verbal communication.

Ideal Experience & Skills:

• Prior experience in high-growth startups, professional services, or executive-level support roles.
• Familiarity with collaboration tools (Slack, Zoom, Notion, Asana).
• Experience handling sensitive or confidential information.
• Background supporting multiple executives simultaneously.

What Does a Typical Day Look Like?

An Executive Assistant's day revolves around keeping the executive organized, informed, and focused. You will:

• Begin by reviewing the executive's calendar and preparing briefing notes for the day.
• Screen emails and calls, flagging urgent items and drafting responses where appropriate.
• Coordinate meetings and logistics, ensuring agendas, materials, and follow-ups are clear.
• Manage travel plans and expense reports when required.
• Track executive priorities, following up with team members to ensure deliverables are met.
• Wrap the day by summarizing outstanding items, updating the calendar, and preparing tomorrow's agenda.

In essence: you are the executive's right hand, ensuring they operate at maximum efficiency and effectiveness.

Key Metrics for Success (KPIs):

• Calendar accuracy and minimized conflicts.
• Timely communication and follow-up on executive priorities.
• High satisfaction from executives and stakeholders.
• On-time completion of expense reporting and travel logistics.
• Reduced administrative burden on executives (measured by time freed).

Interview Process:

1. Initial Phone Screen
2. Video Interview with Pavago Recruiter
3. Practical Task (e.g., draft an executive briefing memo or manage a sample scheduling scenario)
4. Client Interview with Executives
5. Offer & Background Verification

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