Executive Assistant

Executive Assistant (EA)

Executive Support | Calendar Management | Travel Coordination | Remote

Position Type: Full-Time, Remote
Working Hours: U.S. Client Business Hours (Flexibility Required)

About the Role

At Pavago, one of our clients is hiring a highly organized and proactive Executive Assistant (EA) to provide strategic administrative and operational support to senior leadership.

This is more than a traditional administrative role. You’ll serve as a trusted partner, helping executives stay focused on high-impact priorities by managing calendars, coordinating travel, handling executive communications, preparing meetings, and ensuring projects and follow-ups move forward seamlessly.

If you thrive in fast-paced environments, anticipate needs before they arise, and excel at keeping executives organized and productive, this role is an excellent opportunity.

What You’ll Own

Calendar & Scheduling Management

• Manage complex executive calendars across multiple time zones.
• Coordinate meetings, calls, travel, and scheduling priorities.
• Resolve scheduling conflicts and optimize executive availability.
• Utilize Google Calendar, Microsoft Outlook, Calendly, and related scheduling tools.
• Ensure executives are fully prepared for upcoming meetings and commitments.

Executive Communication & Support

• Draft, proofread, and send professional emails and executive communications.
• Manage executive inboxes, prioritizing urgent requests and correspondence.
• Screen calls, messages, and meeting requests.
• Serve as a liaison between executives, clients, vendors, and internal stakeholders.
• Handle confidential information with professionalism and discretion.

Meeting Preparation & Follow-Up

• Prepare meeting agendas, briefing documents, presentations, and talking points.
• Gather and organize supporting materials before meetings.
• Take meeting notes, document action items, and track follow-ups.
• Ensure deadlines, priorities, and deliverables remain on schedule.

Travel & Logistics Coordination

• Coordinate domestic and international travel arrangements.
• Book flights, hotels, transportation, and complete travel itineraries.
• Manage last-minute schedule changes and travel adjustments.
• Track travel expenses and assist with reimbursements.
• Ensure seamless travel logistics for executives.

Project & Administrative Support

• Track executive priorities, projects, and ongoing initiatives.
• Follow up with internal teams to ensure deliverables and deadlines are met.
• Conduct research and prepare reports, summaries, and briefing materials.
• Maintain organized digital filing systems and documentation.
• Support operational initiatives and special projects as assigned.

Requirements

Must-Have Qualifications

Experience

• 3+ years of Executive Assistant or senior administrative support experience.
• Experience supporting executives in fast-paced business environments.
• Proven experience managing complex calendars across multiple time zones.
• Experience coordinating executive travel and logistics.

Technical Skills

• Proficiency with Google Workspace and Microsoft Office.
• Strong experience using calendar and scheduling tools.
• Excellent written and verbal English communication skills.
• Outstanding organizational, multitasking, and time management abilities.
• Ability to maintain confidentiality and handle sensitive information professionally.

Nice-to-Have

• Experience supporting startups, agencies, consulting firms, or high-growth organizations.
• Familiarity with Slack, Zoom, Notion, Asana, ClickUp, or similar collaboration platforms.
• Experience supporting multiple executives simultaneously.
• Exposure to operations, project coordination, or business support functions.

What Makes You a Strong Fit

• Exceptionally organized with outstanding attention to detail.
• Proactive and able to anticipate executive needs.
• Strong communicator who builds trust across teams and stakeholders.
• Calm under pressure and adaptable to changing priorities.
• Highly dependable with excellent follow-through.
• Comfortable working independently in a remote environment.

What a Typical Day Looks Like

• Review executive calendars and prepare daily briefing notes.
• Manage inboxes, scheduling requests, and executive communications.
• Coordinate meetings, agendas, and follow-up actions.
• Arrange travel plans and manage logistics.
• Track project updates and ensure priorities stay on schedule.
• Prepare reports, summaries, and next-day planning materials.

In short: You enable executives to operate at peak efficiency by managing schedules, communication, travel, and operational priorities with accuracy and professionalism.

Key Metrics for Success (KPIs)

• Calendar accuracy and scheduling efficiency.
• Timely communication and follow-up completion.
• Executive satisfaction with operational support.
• Smooth travel coordination and logistics management.
• Reduction in scheduling conflicts and administrative delays.
• Accuracy and organization of executive documentation.

Why Join Us?

• Fully remote opportunity aligned with U.S. business hours.
• High-visibility role supporting senior leadership directly.
• Opportunity to work closely with decision-makers and executives.
• Fast-paced, collaborative, and growth-oriented environment.
• Exposure to executive operations, strategic initiatives, and business management.
• Career growth opportunities into Operations, Project Management, Chief of Staff, or Executive Operations roles.

Interview Process

1. Initial Phone Screen
2. Spark Hire Intro Video (3–5 minutes)
3. Practical Assessment (Executive Briefing Memo or Scheduling Scenario)
4. Client Interview
5. Offer & Background Verification

What Happens After You Apply

Right after you apply, you’ll receive an email invitation from Spark Hire to record your Intro Video. This short, self-recorded video is the next step that completes your application and can be recorded whenever it’s convenient for you.

Instead of repeating yourself across multiple screening calls, you’ll introduce yourself once, and your video will be shared with the hiring team. This helps the hiring team evaluate your communication style early, making future interviews more meaningful while reducing unnecessary interview rounds.

Don’t overthink it—you can record your video as many times as you’d like before submitting it. Only your final submission will be reviewed.

Please keep an eye on both your inbox and spam folder for your Spark Hire invitation after submitting your application.

Apply Now

If you’re a proactive Executive Assistant who excels at managing executive priorities, coordinating complex schedules, and keeping operations running smoothly behind the scenes, we’d love to hear from you. Apply today and become a trusted partner to senior leadership in a dynamic remote environment.

Originally posted on Himalayas