Admin Executive Assistant

Admin Executive Assistant – Operations, Compliance & ITAD | Remote
Position Type: Full-Time, Remote
Working Hours: U.S. Business Hours
About the Role
At Pavago, one of our clients is hiring a highly organized and detail-oriented Admin Executive Assistant to support executive administration, operational coordination, compliance workflows, client onboarding, and documentation within an IT Asset Disposition (ITAD) environment.
This is more than a traditional administrative role. You’ll serve as an important operational control layer, ensuring information is accurate, documentation is complete, follow-ups happen on time, and critical details don’t get missed.
Because the business operates in a compliance-sensitive environment, precision, organization, confidentiality, and attention to detail are essential.
If you’re someone who catches inconsistencies others miss, enjoys creating order, and takes ownership of tasks through completion, this role is a strong fit.
What You’ll Own
Executive & Administrative Support

Manage calendars, meetings, scheduling, and day-to-day administrative coordination

Support leadership with priorities, communication, and follow-ups

Coordinate across clients, leadership, and internal teams

Anticipate scheduling conflicts and operational needs before they become problems

Track outstanding action items and ensure timely completion

Help protect leadership bandwidth by keeping workflows organized

Maintain professionalism and discretion when handling confidential information

Compliance & Documentation Support

Maintain accurate, complete, and audit-ready documentation

Support compliance-sensitive processes within ITAD operations

Review documentation for missing, inconsistent, or incorrect information

Ensure records are properly organized, stored, and accessible

Maintain consistent documentation standards across operational systems

Track required documentation and follow up on missing items

Help ensure compliance-related records remain current and reliable

Client Onboarding & Operational Tracking

Track client onboarding from initiation through completion

Ensure required information and documentation are collected

Monitor outstanding tasks, follow-ups, and internal dependencies

Maintain clear visibility into onboarding status

Coordinate with clients and internal stakeholders throughout the process

Escalate missing information, blockers, or potential delays proactively

Ensure onboarding steps are completed accurately and on time

Quality Control & Accuracy

Review names, dates, numbers, schedules, records, and documentation before execution

Identify inconsistencies across systems and workflows

Catch potential errors before they create operational or financial issues

Track process and documentation changes accurately

Double-check critical information before submission or execution

Maintain strong quality-control standards across daily operations

Systems & Records Management

Maintain organized and accurate records across tools such as:

Google Workspace

Slack

Salesforce or similar CRM platforms

Keep systems clean, searchable, and up to date

Maintain consistent naming and documentation practices

Ensure important information can be retrieved quickly when needed

Update CRM and internal systems as operational information changes

Maintain reliable records across administrative and compliance workflows

Requirements

3+ years of experience in Executive Assistant, Administrative Assistant, Virtual Assistant, or Operations Support roles

Strong experience with Google Workspace

Experience using Slack

Experience with Salesforce or similar CRM systems

Exceptional attention to detail and accuracy

Strong written and verbal English communication skills

Ability to manage multiple priorities without sacrificing accuracy

Strong follow-through and organizational discipline

Ability to work independently and solve problems proactively

High level of professionalism, discretion, and confidentiality

Comfortable working in a process-driven environment

Ability to work during U.S. business hours

Nice to Have

Experience in IT Asset Disposition (ITAD)

Experience in compliance-heavy or highly regulated environments

Familiarity with audit preparation and compliance documentation

Experience supporting founders, executives, or leadership teams

Client onboarding experience

Operational tracking and workflow management experience

Experience maintaining structured records across multiple systems

Tools & Technology
Google Workspace | Gmail | Google Drive | Google Docs | Google Sheets | Google Calendar | Slack | Salesforce | CRM Systems | Documentation & Workflow Tools
What Makes You a Strong Fit
You’ll likely thrive in this role if you:

Notice small inconsistencies quickly

Naturally double-check important information

Prefer structured and organized systems

Take ownership instead of waiting to be reminded

Follow tasks through until they are completely resolved

Communicate clearly and professionally

Handle confidential information responsibly

Stay organized while managing multiple priorities

Proactively flag risks instead of waiting for problems to escalate

Understand that accuracy is just as important as speed

What a Typical Day Looks Like
Your day may begin by reviewing leadership calendars, outstanding action items, client onboarding progress, and documentation requiring attention.
Throughout the day, you’ll coordinate meetings, review records for missing or incorrect information, follow up on operational tasks, update Salesforce and internal systems, and organize compliance documentation.
You’ll also coordinate communication between clients and internal teams, verify important dates and records, and proactively flag inconsistencies or risks before they create larger problems.
In short: you ensure the administrative and operational side of the business stays accurate, organized, compliant, and under control.
Key Metrics for Success

Accuracy and completeness of documentation

Zero critical operational or documentation errors

On-time completion of assigned tasks and follow-ups

Smooth and timely client onboarding

CRM and internal records accuracy

Audit-readiness of compliance documentation

Reduction in preventable operational issues

Consistency of administrative workflows

Leadership confidence in administrative and operational execution

Why This Role Stands Out

High-trust role working closely with leadership

Direct impact on operational accuracy and compliance

Exposure to structured ITAD and compliance workflows

Strong ownership over administrative and operational processes

Opportunity to improve documentation and workflow consistency

Fully remote working environment

Career growth opportunities into:

Operations Manager

Compliance Coordinator

Executive Operations Lead

Interview Process

Initial Application

Spark Hire One-Way Video Interview

Recruiter Interview

Client Interview

Offer & Onboarding

Spark Hire Video Interview – Required
As part of the application process, all candidates are required to complete a one-way video interview through Spark Hire.
After completing the first step of your application, you’ll receive a Spark Hire invitation by email with instructions to record and submit your video responses.
Completion of the Spark Hire video is required to be considered for the next stage. Please check your inbox as well as your spam or junk folder for the invitation.
Apply Now
If you’re a highly organized Executive Assistant or Operations Support professional who catches mistakes others miss, takes ownership of follow-through, and thrives in structured, compliance-sensitive environments, we’d love to hear from you.
Apply today and take on a high-trust role where your attention to detail directly contributes to smoother operations, stronger compliance, accurate client onboarding, and greater leadership efficiency.
#ExecutiveAssistant #AdministrativeAssistant #Operations #ITAD #Compliance #ExecutiveSupport #OperationsSupport #Salesforce #GoogleWorkspace #ClientOnboarding #VirtualAssistant #RemoteJobs #RemoteWork
Originally posted on Himalayas