Executive Assistant at Pavago

, , Costa Rica -

Full Time

Start Date

Immediate

Expiry Date

04 Aug, 26

Salary

0.0

Posted On

06 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Inbox Management, Meeting Coordination, Client Onboarding, CRM Management, AI Tool Proficiency, Executive Support, Workflow Optimization, Professional Communication, Operational Coordination, Google Workspace, HubSpot

Industry

Staffing and Recruiting

Description

📌 Executive Assistant to Founder (Part-Time | Startup Environment) Part-Time | Remote | U.S. Business Hours (PST Overlap Required) 🚀 About the Role We’re hiring a highly organized and proactive Executive Assistant to support a Founder with daily operations, communication, scheduling, and workflow management. This role is ideal for someone who: Thrives in fast-paced startup environments Loves bringing structure and organization to chaos Can manage calendars, inboxes, and follow-ups independently Communicates clearly and professionally Uses AI tools to improve speed and efficiency You’ll act as a key operational partner between: ✅ the Founder ✅ clients ✅ internal teams ensuring nothing slips through the cracks. This is not a passive admin role — it requires ownership, responsiveness, and strong execution. 💻 What You’ll OwnCalendar & Inbox Management Manage the Founder’s: calendar scheduling priorities daily coordination Monitor and respond to emails professionally Prioritize critical communication and follow-ups Ensure schedules stay organized and conflict-free Meeting Coordination Schedule and coordinate meetings with: clients vendors internal teams Prepare agendas, meeting context, and notes Ensure meetings run smoothly and efficiently Post-Meeting Follow-Ups Send: meeting summaries action items next steps Track follow-through and accountability across stakeholders Ensure tasks are completed on time Client Onboarding & Operations Coordinate onboarding for new clients Collect required documents, assets, and information Maintain organized communication throughout onboarding Act as a central coordination point between all parties CRM & Administrative Management Maintain accurate CRM records in: HubSpot or similar platforms Log communication, activities, and notes consistently Support operational admin tasks including: travel coordination expense tracking vendor communication AI Tools & Workflow Efficiency Use tools such as: ChatGPT Claude Perplexity Draft emails, summaries, research, and operational documents Improve communication speed and workflow efficiency using AI 🔥 What We’re Looking ForMust-Haves Experience supporting: founders executives leadership teams Startup or fast-paced company experience Strong written English communication skills Proficiency with: Google Workspace Slack HubSpot or CRMs Comfortable with: Loom Tella async communication tools Intermediate to advanced AI tool usage Strong organization and follow-through Ability to work independently without constant oversight ⭐ Nice to Have Experience with: Notion Obsidian Airtable Canva Calendly SavvyCal SignWell Agency or small team environment experience Client onboarding or customer operations experience 📅 What a Typical Day Looks Like Manage and prioritize the Founder’s inbox and calendar Coordinate meetings and client communication Prepare meeting notes and track follow-ups Update HubSpot and operational systems Support onboarding workflows for new clients Draft communication and research using AI tools Handle operational and administrative coordination tasks In short: You keep the Founder organized, responsive, and focused while ensuring operations run smoothly behind the scenes. 📊 Success Looks Like Well-organized calendars and inboxes Smooth meeting coordination and follow-ups Accurate and clean CRM management Fast and professional client onboarding Reliable operational execution and communication High trust from leadership and stakeholders 🌍 Why This Role Stands Out Direct collaboration with a Founder High ownership and visibility Exposure to startup operations and workflows Opportunity to use modern AI tools daily Flexible remote environment Fast-moving and highly impactful role 🧪 Interview Process Initial Phone Screen Recruiter Interview Client Interview Offer & Onboarding 👉 Apply Now If you: Love organization and operational support Thrive in startup environments Are proactive and highly detail-oriented Enjoy helping leaders stay focused and efficient This role is a strong fit for you.

Responsibilities

Provide high-level operational support to the Founder by managing calendars, inboxes, and client onboarding. Ensure efficient workflow management and professional communication between the Founder, clients, and internal teams.