Executive Assistant

Executive Assistant (EA)
Calendar Management, Travel Coordination & Executive Support | Remote | U.S. Hours
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 high-level support to senior leadership in a fast-paced, high-accountability environment.
This is more than a traditional administrative role.
You’ll serve as a trusted executive support partner responsible for keeping leadership organized, prepared, and focused on the highest-impact priorities.
You’ll own key areas including:

Complex calendar management

Executive inbox and communication

Domestic and international travel

Meeting preparation and follow-up

Project and priority tracking

Research and administrative execution

If you anticipate needs before being asked, communicate professionally, and know how to bring structure to a busy executive’s day, this role is a strong fit.
What You’ll Own
Calendar & Scheduling Management
Own and optimize complex executive calendars across multiple time zones.
You’ll:

Coordinate internal and external meetings

Manage scheduling requests and priorities

Resolve calendar conflicts proactively

Protect focus time and high-priority commitments

Coordinate calls, appointments, and travel around executive priorities

Handle last-minute scheduling changes

Ensure executives have the context they need before each commitment

Work confidently with tools such as:

Google Calendar

Microsoft Outlook

Calendly

Zoom

Similar scheduling platforms

Executive Inbox & Communication
Help ensure important communication receives the right attention at the right time.
You’ll:

Manage and organize executive inboxes

Identify and prioritize urgent or high-value messages

Draft and proofread professional emails

Coordinate communication with clients, partners, and internal teams

Screen meeting requests, calls, and messages

Follow up on outstanding conversations

Serve as a professional liaison on behalf of leadership

Meeting Preparation & Follow-Through
Ensure executives enter meetings prepared and leave with clear next steps.
You’ll:

Prepare agendas and briefing materials

Compile relevant background information

Create talking points and meeting notes

Organize documents before meetings

Capture decisions and action items

Assign and track follow-ups

Ensure commitments and deadlines do not fall through the cracks

Travel & Logistics Coordination
Coordinate seamless domestic and international travel.
Manage:

Flights

Hotels

Ground transportation

Meeting logistics

Travel itineraries

You’ll also:

Compare travel options based on executive preferences and schedules

Build clear, organized itineraries

Handle last-minute changes and disruptions

Coordinate travel around business commitments

Track expenses and reimbursements

Executive Priorities & Project Support
Help leadership maintain visibility across important initiatives.
You’ll:

Track executive priorities and deadlines

Follow up with internal teams on deliverables

Maintain project and action-item trackers

Conduct research and prepare concise summaries

Gather information needed for executive decisions

Support special projects and operational initiatives

Escalate delays or risks before they become larger problems

Documentation & Administrative Operations
Maintain organized, reliable systems behind the scenes.
You’ll:

Organize digital files and documentation

Maintain executive records and reference materials

Prepare reports, summaries, and presentations when needed

Keep administrative workflows structured and current

Handle sensitive and confidential information with discretion

Required Experience & Skills

3+ years of Executive Assistant or senior administrative support experience

Experience directly supporting senior executives or leadership teams

Strong experience managing complex calendars across multiple time zones

Excellent written and verbal English communication

Strong proficiency with:

Google Workspace

Microsoft Office

Calendar and scheduling platforms

Strong inbox and communication management skills

Excellent organization and attention to detail

Ability to prioritize competing requests effectively

Strong follow-through and deadline management

Professional judgment when handling confidential information

Ability to work during U.S. client business hours with flexibility when required

Nice to Have

Experience supporting multiple executives simultaneously

Background in:

Startups

Agencies

Consulting

Professional services

High-growth companies

Experience coordinating international travel

Familiarity with:

Slack

Zoom

Notion

Asana

Similar collaboration and project management tools

Exposure to:

Operations

Project coordination

Business administration

Chief of Staff-style responsibilities

What Makes You a Strong Fit
You:

Anticipate needs instead of waiting for instructions

Are exceptionally organized and dependable

Know how to prioritize when everything appears urgent

Communicate professionally with executives and external stakeholders

Protect executive time and attention

Remain calm when schedules or priorities change unexpectedly

Follow through until tasks are fully completed

Are comfortable making judgment calls within your area of responsibility

Handle confidential information with discretion

Create structure in fast-moving environments

Take ownership of details without losing sight of larger priorities

What a Typical Day Looks Like
Your day may include:

Reviewing the executive’s calendar and priorities

Preparing a daily briefing for upcoming meetings

Managing inboxes and responding to scheduling requests

Resolving calendar conflicts across multiple time zones

Preparing agendas and meeting materials

Coordinating flights, hotels, and transportation

Taking meeting notes and tracking action items

Following up with teams on outstanding deliverables

Conducting research and preparing executive summaries

Updating project and priority trackers

Preparing the executive’s schedule for the following day

In short: you ensure executives operate with maximum efficiency, organization, preparation, and clarity while keeping important priorities moving behind the scenes.
Key Metrics for Success

Calendar accuracy and scheduling efficiency

Reduction in scheduling conflicts

Timely communication and follow-up

Completion of executive action items and priorities

Smooth and accurate travel coordination

Quality and usefulness of meeting preparation

Organization and accuracy of executive documentation

Executive confidence in day-to-day operational support

Why This Role Stands Out

Work directly with senior leadership and decision-makers

High visibility across important business initiatives

Significant ownership over executive operations

Exposure to business strategy and leadership decision-making

Opportunity to develop deeper operational and project management skills

Fully remote environment

Potential career progression into:

Senior Executive Assistant

Executive Operations

Project Management

Operations Management

Chief of Staff

Interview Process

Initial Phone Screen

Video Interview with Pavago Recruiter

Practical Task — Executive Briefing Memo or Scheduling Scenario

Client Interview

Offer & Background Verification

Apply Now
If you:

Have 3+ years of Executive Assistant experience

Are highly organized and proactive

Can confidently manage complex calendars and travel

Communicate professionally with senior stakeholders

Excel at follow-through and anticipating executive needs

Thrive in fast-paced, high-accountability environments

We’d love to hear from you.
Important: Spark Hire Video Interview
As part of our application process, qualified candidates will be invited to complete a one-way video interview through Spark Hire.
This is your opportunity to introduce yourself and highlight your experience with executive support, complex calendar management, inbox management, travel coordination, meeting preparation, stakeholder communication, and operational follow-through.
We recommend sharing specific examples of executives you have supported, the complexity of the calendars or travel you managed, how you handled competing priorities or last-minute changes, and ways you proactively helped leadership operate more efficiently.
Please complete your Spark Hire interview promptly after receiving the invitation. Candidates who do not complete the video interview may not move forward in the hiring process.
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Originally posted on Himalayas