Executive Assistant / Operations Assistant

About the Role

Executive and Calendar Support

• Manage calendars, appointments, and meetings.
• Coordinate scheduling across internal and external stakeholders.
• Organize meeting logistics and prepare leadership for meetings.
• Manage scheduling changes and conflicting priorities.
• Coordinate travel and related logistics when required.

Communication and Coordination

• Support inbox management and email organization when required.
• Draft and coordinate professional internal and external communications.
• Track follow-ups, outstanding requests, and action items.
• Escalate urgent or high-priority matters appropriately.
• Track tasks, projects, deadlines, and leadership priorities.

Documents and Operations

• Prepare and format reports, documents, presentations, and spreadsheets.
• Maintain accurate business documentation and organized shared files.
• Assist with data entry and administrative reporting.
• Support CRM and recurring operational processes.
• Learn and navigate new software, platforms, and AI tools.

Research and Administrative Support

• Conduct online research and compile findings into clear summaries.
• Assist leadership with special projects and administrative requests.
• Coordinate information across teams and stakeholders.
• Support miscellaneous business needs as priorities evolve.
• Proofread materials for accuracy and professionalism.

Requirements

• At least 2 years of experience in executive assistance, virtual assistance, operations assistance, administrative assistance, or a similar role.
• Excellent spoken and written English.
• Strong organizational, time-management, problem-solving, and detail-orientation skills.
• Strong proficiency with Google Workspace and/or Microsoft Office.
• Experience managing calendars, meetings, documents, and follow-ups.
• Ability to learn new software and AI tools and manage multiple priorities independently.
• Reliable internet connection, professional remote-work setup, and availability during U.S. business hours.

Nice to Have

• Experience supporting founders, executives, or senior leadership.
• Experience with CRM or project management platforms.
• Experience coordinating travel and complex calendars.
• Strong Excel or Google Sheets skills.
• Familiarity with Slack, Zoom, Calendly, Asana, ClickUp, or similar platforms.
• Experience using ChatGPT or other AI productivity tools.
• Previous experience working with U.S.-based teams.

Interview Process

• The process includes an initial application, a required Spark Hire one-way video interview, interviews with a Pavago recruiter and client, and offer and onboarding.