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