EXECUTIVE ASSISTANT (OPERATIONS & CLIENT COORDINATION)

Executive Assistant – Operations & Client Coordination | GoHighLevel (GHL) | Remote Position Type: Full-Time, Remote Working Hours: U.S. Business Hours Industry: Automotive About the Role At Pavago, one of our clients is hiring a highly organized and proactive Executive Assistant to serve as the operational right hand to a founder in the automotive industry. This is not a traditional administrative role . You’ll take ownership of client communication, contractor coordination, CRM management, scheduling, research, and day-to-day operational execution. The goal is simple: keep the business organized, keep priorities moving, and make sure nothing falls through the cracks. If you’re experienced with GoHighLevel (GHL) , comfortable supporting a founder, and naturally take ownership without constant direction, this role is a strong fit. What You’ll Own Client Communication & Follow-Up • Manage incoming client inquiries and identify urgent priorities • Draft and send professional emails, updates, and summaries • Maintain consistent follow-up with clients • Track outstanding requests through resolution • Ensure clients receive timely, professional communication • Help maintain a smooth and high-quality client experience Contractor & Project Coordination Coordinate freelance contractors across active projects and deals. You’ll: • Track assignments, deadlines, and deliverables • Follow up on outstanding work • Keep stakeholders updated on progress • Identify potential delays early • Ensure tasks are completed without requiring constant founder involvement GoHighLevel (GHL) & CRM Management Take ownership of GoHighLevel and maintain accurate visibility across clients, deals, and workflows. Responsibilities include: • Updating client and deal records • Maintaining pipeline accuracy • Organizing client information during onboarding • Tracking follow-ups and next steps • Keeping CRM data clean and structured • Ensuring active opportunities and tasks remain visible Hands-on GoHighLevel experience is required for this role. Calendar, Email & Daily Execution Manage day-to-day scheduling and coordination using: • Google Calendar • Gmail • Google Docs • Google Drive You’ll: • Schedule and coordinate meetings • Organize daily priorities • Prepare context and materials before calls • Track action items and next steps • Support daily check-ins and execution • Resolve scheduling conflicts proactively Research & Reporting Conduct light operational and market research, including: • Market comparisons • Inventory checks • Data gathering • Competitor or business research Turn findings into clear, structured summaries that help leadership make faster decisions. What Success Looks Like • Clients receive fast and professional responses • No important follow-ups or tasks are missed • GoHighLevel remains clean, accurate, and organized • Contractors meet deadlines and stay aligned • Meetings and priorities are coordinated efficiently • Leadership has clear visibility into active work • The founder spends less time managing routine execution What Makes You a Strong Fit You are: • Highly organized and detail-oriented • Proactive rather than instruction-dependent • Comfortable juggling multiple priorities • Strong at following through and closing loops • Professional and confident in client communication • Reliable and responsive during U.S. business hours • Calm when priorities change quickly • Comfortable working directly with a founder • Able to operate independently with minimal supervision Required Experience & Skills Must-Have Experience • 2+ years of experience supporting a: • Founder • Executive • Small business owner • Experience managing client communication and follow-ups • Experience coordinating multiple operational workflows • Strong hands-on GoHighLevel (GHL) experience — non-negotiable Tools & Skills Proficiency with: • GoHighLevel (GHL) • Gmail • Google Calendar • Google Docs • Google Drive Additionally: • Excellent written and verbal English • Strong calendar and scheduling skills • Excellent organization and attention to detail • Ability to manage shifting priorities • Ability to work independently in a remote environment • Reliable high-speed internet and professional remote workspace Nice to Have Experience with: • Gamma • Google Slides • PowerPoint • NotebookLM or similar research tools • Startup or entrepreneurial environments • Automotive businesses • Operations-heavy companies • Contractor or freelancer coordination What a Typical Day Looks Like You might: • Review client messages and prioritize urgent requests • Respond to emails and manage follow-ups • Check contractor progress and outstanding deliverables • Update GoHighLevel pipelines and client records • Coordinate meetings and manage the founder’s calendar • Prepare information and context for upcoming calls • Conduct market, inventory, or competitor research • Organize findings and operational updates • Track action items through completion In short: You keep communication clear, systems organized, contractors aligned, and daily operations moving so the founder can stay focused on growing the business. Key Metrics for Success • Client response time and communication quality • GoHighLevel CRM accuracy • Follow-up completion rate • On-time task and project completion • Contractor coordination and accountability • Scheduling accuracy and efficiency • Operational organization • Reduction in routine founder involvement Why This Role Stands Out • Work directly with a founder • High ownership over daily business operations • Direct exposure to client and operational workflows • Opportunity to become a trusted operational partner • Hands-on experience with GoHighLevel and modern business systems • Fully remote working environment • Potential growth into: • Senior Executive Assistant • Operations Coordinator • Operations Manager • Chief of Staff Interview Process • Initial Phone Screen • Spark Hire Intro Video • Video Interview with Pavago Recruiter • Client Interview • Offer & Onboarding Apply Now If you: • Have strong hands-on GoHighLevel experience • Have supported founders or executives • Take ownership without needing constant direction • Are excellent at client communication and follow-through • Thrive in fast-paced, operations-heavy environments We’d love to hear from you. Apply now and become the operational backbone behind a growing automotive business. #ExecutiveAssistant #GoHighLevel #GHL #ExecutiveSupport #Operations #ClientCoordination #RemoteJobs #VirtualAssistant #FounderSupport #OperationsCoordinator #AutomotiveJobs