Executive Assistant (Operations & Client Coordination)

Executive Assistant – Operations & Client Coordination | GoHighLevel (GHL) | Remote
Position Type: Full-Time, Remote
Working Hours: U.S. Business Hours
Industry: Automotive
About the Role
At Pavago, one of our clients is hiring a highly organized and proactive Executive Assistant to serve as the operational right hand to a founder in the automotive industry.
This is not a traditional administrative role. You’ll take ownership of client communication, contractor coordination, CRM management, scheduling, research, and day-to-day operational execution.
The goal is simple: keep the business organized, keep priorities moving, and make sure nothing falls through the cracks.
If you’re experienced with GoHighLevel (GHL), comfortable supporting a founder, and naturally take ownership without constant direction, this role is a strong fit.
What You’ll Own
Client Communication & Follow-Up

Manage incoming client inquiries and identify urgent priorities

Draft and send professional emails, updates, and summaries

Maintain consistent follow-up with clients

Track outstanding requests through resolution

Ensure clients receive timely, professional communication

Help maintain a smooth and high-quality client experience

Contractor & Project Coordination
Coordinate freelance contractors across active projects and deals.
You’ll:

Track assignments, deadlines, and deliverables

Follow up on outstanding work

Keep stakeholders updated on progress

Identify potential delays early

Ensure tasks are completed without requiring constant founder involvement

GoHighLevel (GHL) & CRM Management
Take ownership of GoHighLevel and maintain accurate visibility across clients, deals, and workflows.
Responsibilities include:

Updating client and deal records

Maintaining pipeline accuracy

Organizing client information during onboarding

Tracking follow-ups and next steps

Keeping CRM data clean and structured

Ensuring active opportunities and tasks remain visible

Hands-on GoHighLevel experience is required for this role.
Calendar, Email & Daily Execution
Manage day-to-day scheduling and coordination using:

Google Calendar

Gmail

Google Docs

Google Drive

You’ll:

Schedule and coordinate meetings

Organize daily priorities

Prepare context and materials before calls

Track action items and next steps

Support daily check-ins and execution

Resolve scheduling conflicts proactively

Research & Reporting
Conduct light operational and market research, including:

Market comparisons

Inventory checks

Data gathering

Competitor or business research

Turn findings into clear, structured summaries that help leadership make faster decisions.
What Success Looks Like

Clients receive fast and professional responses

No important follow-ups or tasks are missed

GoHighLevel remains clean, accurate, and organized

Contractors meet deadlines and stay aligned

Meetings and priorities are coordinated efficiently

Leadership has clear visibility into active work

The founder spends less time managing routine execution

What Makes You a Strong Fit
You are:

Highly organized and detail-oriented

Proactive rather than instruction-dependent

Comfortable juggling multiple priorities

Strong at following through and closing loops

Professional and confident in client communication

Reliable and responsive during U.S. business hours

Calm when priorities change quickly

Comfortable working directly with a founder

Able to operate independently with minimal supervision

Required Experience & Skills
Must-Have Experience

2+ years of experience supporting a:

Founder

Executive

Small business owner

Experience managing client communication and follow-ups

Experience coordinating multiple operational workflows

Strong hands-on GoHighLevel (GHL) experience — non-negotiable

Tools & Skills
Proficiency with:

GoHighLevel (GHL)

Gmail

Google Calendar

Google Docs

Google Drive

Additionally:

Excellent written and verbal English

Strong calendar and scheduling skills

Excellent organization and attention to detail

Ability to manage shifting priorities

Ability to work independently in a remote environment

Reliable high-speed internet and professional remote workspace

Nice to Have
Experience with:

Gamma

Google Slides

PowerPoint

NotebookLM or similar research tools

Startup or entrepreneurial environments

Automotive businesses

Operations-heavy companies

Contractor or freelancer coordination

What a Typical Day Looks Like
You might:

Review client messages and prioritize urgent requests

Respond to emails and manage follow-ups

Check contractor progress and outstanding deliverables

Update GoHighLevel pipelines and client records

Coordinate meetings and manage the founder’s calendar

Prepare information and context for upcoming calls

Conduct market, inventory, or competitor research

Organize findings and operational updates

Track action items through completion

In short: You keep communication clear, systems organized, contractors aligned, and daily operations moving so the founder can stay focused on growing the business.
Key Metrics for Success

Client response time and communication quality

GoHighLevel CRM accuracy

Follow-up completion rate

On-time task and project completion

Contractor coordination and accountability

Scheduling accuracy and efficiency

Operational organization

Reduction in routine founder involvement

Why This Role Stands Out

Work directly with a founder

High ownership over daily business operations

Direct exposure to client and operational workflows

Opportunity to become a trusted operational partner

Hands-on experience with GoHighLevel and modern business systems

Fully remote working environment

Potential growth into:

Senior Executive Assistant

Operations Coordinator

Operations Manager

Chief of Staff

Interview Process

Initial Phone Screen

Spark Hire Intro Video

Video Interview with Pavago Recruiter

Client Interview

Offer & Onboarding

Apply Now
If you:

Have strong hands-on GoHighLevel experience

Have supported founders or executives

Take ownership without needing constant direction

Are excellent at client communication and follow-through

Thrive in fast-paced, operations-heavy environments

We’d love to hear from you.
Apply now and become the operational backbone behind a growing automotive business.
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Originally posted on Himalayas