*job title*: 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*:
- 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.
- 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*:
- initial phone screen
- video interview with pavago recruiter
- practical task (e.g., draft an executive briefing memo or manage a sample scheduling scenario)
- client interview with executives
- offer & background verification