Executive Assistant – Calendar, Travel & Executive Support
Full-Time | Remote | U.S. Business Hours
About the Role
At Pavago, one of our clients is hiring an experienced Executive Assistant (EA) to provide high-level support to senior leadership in a fast-paced environment.
This is more than traditional administrative support. You’ll manage complex calendars, executive communications, travel, meeting preparation, and critical follow-ups — helping leadership stay focused on their highest-priority work.
We’re looking for someone who is proactive, highly organized, discreet, and excellent at anticipating needs before they become problems.
What You’ll Own
Calendar & Executive Support
- Manage complex calendars across multiple time zones
- Coordinate meetings, calls, appointments, and scheduling priorities
- Resolve conflicts and protect executive focus time
- Manage scheduling through Google Calendar, Outlook, Calendly, and similar tools
Inbox & Communication
- Manage and prioritize executive inboxes
- Draft and proofread professional emails and correspondence
- Screen meeting requests, messages, and priorities
- Coordinate communication with clients, teams, and external stakeholders
Meetings & Follow-Through
- Prepare agendas, briefing notes, and meeting materials
- Gather relevant information before executive meetings
- Take notes and track action items
- Follow up with stakeholders to ensure commitments and deadlines are met
Travel & Logistics
- Coordinate domestic and international travel
- Book flights, hotels, transportation, and detailed itineraries
- Handle last-minute travel and scheduling changes
- Support expense tracking and reimbursements
Projects & Administration
- Track executive priorities and ongoing projects
- Conduct research and prepare concise reports or summaries
- Maintain organized digital files and documentation
- Handle sensitive information with professionalism and discretion
What We’re Looking For
- 3+ years of Executive Assistant or senior administrative experience
- Experience directly supporting senior executives
- Strong calendar management across multiple time zones
- Excellent written and spoken English
- Strong proficiency with Google Workspace and Microsoft Office
- Exceptional organization, prioritization, and attention to detail
- Strong follow-through and ability to work independently
- Professional handling of confidential information
- Flexibility to support U.S. client business hours
Nice to Have
- Startup, agency, consulting, or high-growth company experience
- Experience supporting multiple executives
- Familiarity with Slack, Zoom, Notion, Asana, or similar tools
- Operations or project coordination experience
What Success Looks Like
- Executive calendars remain accurate and optimized
- Scheduling conflicts and administrative delays are minimized
- Important emails and follow-ups never get missed
- Meetings are properly prepared and action items are completed
- Travel runs smoothly, including last-minute changes
- Leadership can confidently rely on your organization and execution
Why This Role Stands Out
- Direct exposure to senior leadership and decision-makers
- High ownership and visibility
- Opportunity to develop executive operations experience
- Fully remote environment
- Growth opportunities into Executive Operations, Project Management, Operations Management, or Chief of Staff roles
Interview Process
- Initial Screening
- Spark Hire Intro Video
- Recruiter Interview
- Practical Executive Support / Scheduling Task
- Client Interview
- Offer & Onboarding
Apply Now
If you’re an experienced Executive Assistant who excels at calendar management, executive communication, travel coordination, and proactive follow-through, we’d love to hear from you.
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