Executive Assistant at Pavago

, , Panama -

Full Time

Start Date

Immediate

Expiry Date

17 Aug, 26

Salary

0.0

Posted On

19 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Executive Communication, Travel Coordination, Meeting Preparation, Google Workspace, Microsoft Office, Project Tracking, Time Zone Management, Administrative Support, English Communication, Organization, Discretion

Industry

Staffing and Recruiting

Description

Executive Assistant (EA) – Remote | Calendar, Travel & Executive Support Position Type: Full-Time, Remote Working Hours: U.S. Client Business Hours (Flexibility Required) About the Role We’re hiring a high-performing Executive Assistant (EA) to support senior leadership in a fast-paced, high-accountability environment. This is more than a traditional admin role — you’ll act as a strategic support partner responsible for calendar management, executive communication, travel coordination, meeting preparation, and operational execution. You’ll help executives stay focused on high-impact priorities while ensuring scheduling, follow-ups, communication, and logistics run smoothly behind the scenes. If you’re proactive, organized, detail-oriented, and thrive in fast-moving environments — this role is built for you. What You’ll DoCalendar & Scheduling Management • Manage complex executive calendars across multiple time zones • Coordinate meetings, calls, travel, and scheduling priorities • Resolve calendar conflicts and optimize executive time management • Use Google Calendar, Microsoft Outlook, Calendly, and scheduling tools Executive Communication & Support • Draft, proofread, and send professional emails and communications • Manage executive inboxes and prioritize important requests • Screen calls, messages, and meeting requests • Act as a liaison between executives, clients, and internal stakeholders Meeting Preparation & Follow-Up • Prepare agendas, briefing notes, talking points, and meeting materials • Gather and organize information before meetings • Take notes, track action items, and ensure follow-through • Help executives stay aligned on priorities and deadlines Travel & Logistics Coordination • Coordinate domestic and international travel arrangements • Book flights, hotels, transportation, and itineraries • Manage last-minute travel changes and scheduling adjustments • Handle expense tracking and reimbursements Project & Administrative Support • Track executive priorities, projects, and ongoing initiatives • Follow up with teams to ensure deadlines and deliverables are met • Conduct research and prepare reports or summaries • Maintain organized digital filing systems and documentation • Handle confidential information with professionalism and discretion Requirements • 3+ years of Executive Assistant or senior administrative support experience • Experience supporting executives in fast-paced environments • Strong calendar management and scheduling experience across time zones • Proficiency with Google Workspace and Microsoft Office • Strong written and verbal English communication skills • High attention to detail and organizational ability • Ability to manage confidential information professionally Nice to Have • Experience in startups, agencies, consulting firms, or high-growth companies • Familiarity with Slack, Zoom, Notion, Asana, or similar collaboration tools • Experience supporting multiple executives simultaneously • Exposure to operations, project coordination, or business support workflows What a Typical Day Looks Like • Review executive calendars and prepare daily briefing notes • Manage inboxes, scheduling requests, and executive communication • Coordinate meetings, agendas, and follow-ups • Handle travel planning and logistics management • Track project updates and ensure priorities move forward • Prepare reports, summaries, and next-day schedules In short: you ensure executives operate with maximum efficiency, organization, and clarity. Key Metrics (KPIs) • Calendar accuracy and scheduling efficiency • Timely communication and follow-up execution • Executive satisfaction and operational support quality • Smooth travel coordination and logistics management • Reduction in scheduling conflicts and administrative delays Why Join? • High-visibility role supporting senior leadership directly • Opportunity to work closely with decision-makers and executives • Fast-paced, professional, and growth-oriented environment • Exposure to executive operations and business strategy • Growth opportunities into Operations, Project Management, or Chief of Staff pathways Interview Process • Initial Phone Screen • Video Interview with Recruiter • Practical Task (Executive briefing memo or scheduling scenario) • Client Interview • Offer & Background Verification

Responsibilities

Provide strategic support to senior leadership by managing complex calendars, travel logistics, and executive communications. Ensure operational efficiency through meeting preparation, project tracking, and acting as a liaison between stakeholders.