Executive Assistant at Pavago

, , Mexico -

Full Time

Start Date

Immediate

Expiry Date

23 Jun, 26

Salary

0.0

Posted On

25 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Scheduling, Travel Coordination, Expense Reporting, Communication, Drafting Memos, Meeting Preparation, Agenda Creation, Minute Taking, Project Support, Research, Data Gathering, Filing Systems, Discretion, Problem-Solving, Time Management

Industry

Staffing and Recruiting

Description

Job Title: Executive Assistant (EA) Position Type: Full-Time, Remote Working Hours: U.S. client business hours (with flexibility for executive schedules, travel, and urgent needs) About the Role: Our client is seeking an Executive Assistant to provide high-level administrative and operational support to senior executives. This role goes beyond basic admin tasks — the EA acts as a gatekeeper, project manager, and trusted partner, ensuring executives are prepared, informed, and able to focus on strategic priorities. Responsibilities: Calendar & Scheduling: Manage complex executive calendars, including internal/external meetings, travel, and events. Anticipate conflicts, prioritize requests, and optimize time usage. Schedule across multiple time zones using Outlook or Google Calendar. Communication & Correspondence: Draft, proofread, and send emails or memos on behalf of executives. Screen calls, messages, and requests, escalating only what requires executive attention. Serve as a liaison between executives, employees, clients, and partners. Meeting Preparation & Follow-Up: Prepare agendas, talking points, and briefing documents. Collect and synthesize background materials ahead of meetings. Record minutes, track action items, and ensure follow-up. Travel & Logistics: Coordinate domestic and international travel (flights, hotels, transportation). Prepare detailed itineraries and handle last-minute changes. Process reimbursements and expense reports. Project Support: Assist with research, data gathering, and report preparation. Track progress on executive priorities and initiatives. Manage confidential information with discretion. Administrative Operations: Maintain organized digital filing systems. Manage document version control and approvals. Support onboarding or offboarding of senior staff as needed. What Makes You a Perfect Fit: Highly organized, detail-oriented, and proactive. Strong communicator with professional polish. Able to anticipate needs and problem-solve independently. Comfortable working in fast-paced, high-pressure environments. Required Experience & Skills (Minimum): 3+ years of experience supporting senior executives. Proficiency with Microsoft Office and Google Workspace. Experience managing complex calendars and travel itineraries. Excellent written and verbal communication. Ideal Experience & Skills: Prior experience in high-growth startups, professional services, or executive-level support roles. Familiarity with collaboration tools (Slack, Zoom, Notion, Asana). Experience handling sensitive or confidential information. Background supporting multiple executives simultaneously. What Does a Typical Day Look Like? An Executive Assistant’s day revolves around keeping the executive organized, informed, and focused. You will: Begin by reviewing the executive’s calendar and preparing briefing notes for the day. Screen emails and calls, flagging urgent items and drafting responses where appropriate. Coordinate meetings and logistics, ensuring agendas, materials, and follow-ups are clear. Manage travel plans and expense reports when required. Track executive priorities, following up with team members to ensure deliverables are met. Wrap the day by summarizing outstanding items, updating the calendar, and preparing tomorrow’s agenda. In essence: you are the executive’s right hand, ensuring they operate at maximum efficiency and effectiveness. Key Metrics for Success (KPIs): Calendar accuracy and minimized conflicts. Timely communication and follow-up on executive priorities. High satisfaction from executives and stakeholders. On-time completion of expense reporting and travel logistics. Reduced administrative burden on executives (measured by time freed). Interview Process: Initial Phone Screen Video Interview with Pavago Recruiter Practical Task (e.g., draft an executive briefing memo or manage a sample scheduling scenario) Client Interview with Executives Offer & Background Verification #LI-AG1

Responsibilities

The Executive Assistant will manage complex executive calendars, coordinate domestic and international travel, and handle all related logistics, including preparing detailed itineraries and processing reimbursements. This role also involves drafting communications, preparing meeting materials, tracking action items, and providing general project support to senior executives.