Executive Assistant - Automotive Industry at Pavago

, , Costa Rica -

Full Time

Start Date

Immediate

Expiry Date

09 Aug, 26

Salary

0.0

Posted On

11 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

GoHighLevel, Google Workspace, Client Communication, CRM Management, Executive Support, Operations Coordination, Calendar Management, Project Tracking, Contractor Coordination, Market Research, Workflow Management, English Communication

Industry

Staffing and Recruiting

Description

Executive Assistant (Automotive Industry | Operations & Client Coordination) – Remote Position Type: Full-Time, Remote Working Hours: U.S. Business Hours About the Role We’re hiring an Executive Assistant (Operations & Client Coordination) to support daily operations, client communication, CRM management, and workflow coordination for a fast-growing business in the automotive industry. This is not a basic admin role. You’ll act as a key operational partner to the founder by managing: • Client communication • Contractor coordination • CRM organization • Scheduling and operations • Follow-ups and workflow tracking • Day-to-day execution support This role is ideal for someone who is highly organized, proactive, detail-oriented, and comfortable managing multiple moving parts in a fast-paced environment. If you thrive on keeping operations structured, clients informed, and priorities moving forward — this role is built for you. What You’ll DoClient Communication & Coordination • Manage inbound client inquiries and prioritize urgent requests • Draft and send professional client updates, summaries, and follow-ups • Ensure timely communication and strong client experience throughout projects • Track ongoing conversations and maintain organized communication workflows Contractor & Project Coordination • Coordinate with freelance contractors on active projects and deals • Track deliverables, timelines, and project progress • Maintain communication between contractors, clients, and leadership • Ensure tasks and deadlines stay organized and on track CRM & Administrative Operations • Manage and maintain CRM records inside GoHighLevel (GHL) • Keep client records, deal pipelines, and workflows accurate and organized • Support onboarding workflows by collecting and organizing client information • Ensure operational data is updated consistently and accurately Scheduling & Executive Support • Manage calendars, meetings, and scheduling using: • Google Calendar • Gmail • Google Workspace • Coordinate meetings and daily priorities for the founder • Prepare materials and context ahead of client or partner calls • Support daily operational alignment and follow-through Research & Reporting • Conduct light research including: • Market comparisons • Inventory checks • Vendor research • Data gathering • Organize findings into clear summaries and actionable information • Support operational and business decision-making RequirementsExperience • 2+ years supporting: • Founders • Executives • Small business owners • Experience in executive support, operations coordination, or client management Must-Have Technical Skills • Strong hands-on experience with: • GoHighLevel (GHL) • Google Workspace (Gmail, Google Calendar, Google Docs, Google Drive) • Experience managing client communication and follow-ups • Strong organizational and multitasking skills Communication & Execution • Excellent written and verbal English communication • Ability to manage shifting priorities independently • Strong attention to detail and operational accuracy • Reliable remote work setup and stable internet connection Nice to Have • Experience in: • Automotive industry operations • Client coordination • Service-based businesses • Familiarity with: • Gamma • Google Slides • PowerPoint • Notebook LM • Research and presentation tools What a Typical Day Looks Like • Respond to client inquiries and coordinate follow-ups • Update and organize CRM records in GoHighLevel • Coordinate contractors and monitor active project timelines • Manage scheduling, meetings, and calendar updates • Conduct operational research and organize key information • Support the founder with daily priorities and execution tracking In short: you’ll keep operations organized, communication flowing, and projects moving forward efficiently. Key Metrics (KPIs) • Responsiveness and professionalism in client communication • CRM accuracy and organization • Timely coordination and follow-through on tasks • Scheduling efficiency and calendar management • Operational reliability and consistency • Founder satisfaction and reduction in operational bottlenecks Why This Role Stands Out • High ownership and direct exposure to business operations • Opportunity to work closely with a founder in a fast-growing business • Strong operational and executive support experience • Exposure to: • Client operations • CRM systems • Workflow management • Contractor coordination • Growth opportunities into: • Operations Manager • Client Success Manager • Executive Operations Lead Interview Process • Initial Phone Screen • Video Interview with Recruiter • Client Interview • Offer & Onboarding Apply Now If you: • Thrive in fast-moving operational environments • Love organization, communication, and execution • Enjoy supporting leadership and coordinating moving parts • Want a high-impact role with strong ownership and visibility This is a strong opportunity to grow within operations and executive support.

Responsibilities

The role involves supporting the founder by managing client communications, contractor coordination, and CRM organization. Key duties include scheduling, workflow tracking, and conducting operational research to ensure business efficiency.