Executive Assistant

About this role

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.

Originally posted on Himalayas