Executive Assistant

Description Executive Assistant (Operations, Client Coordination & CRM Management) – Remote | U.S. Hours

Position Type:

Full-Time, Remote Working Hours:

U.S. Business Hours

About the Role

At Pavago, one of our clients is hiring an

Executive Assistant (Operations & Client Coordination)

to support daily operations, client communication, CRM management, scheduling, and workflow coordination within a fast-growing automotive business. This is not a basic administrative role. You'll act as a key operational partner to the founder by helping manage: client communication contractor coordination CRM organization scheduling and operational workflows follow-ups and execution tracking day-to-day operational support This role is ideal for someone who is: highly organized proactive detail-oriented execution-focused comfortable managing multiple moving parts simultaneously If you thrive in fast-paced operational environments and enjoy keeping projects, communication, and workflows organized — this role is a strong fit.

What You'll Own

Client Communication & Coordination

Manage inbound client inquiries and prioritize urgent requests Draft and send professional client updates, summaries, and follow-ups Maintain strong communication and responsiveness throughout active projects Track ongoing conversations and maintain organized communication workflows Ensure a high-quality client experience across all touchpoints

Contractor & Project Coordination

Coordinate with freelance contractors and vendors on active projects Track deliverables, deadlines, and project progress Maintain communication between: contractors clients leadership Ensure tasks and timelines remain organized and on schedule Escalate delays or operational issues proactively

CRM & Administrative Operations

Manage and maintain CRM records inside

GoHighLevel (GHL) Keep: client records pipelines workflows notes follow-ups organized and accurate Support onboarding workflows and operational setup processes Ensure CRM hygiene and operational consistency across systems

Scheduling & Executive Support

Manage calendars, scheduling, and meeting coordination using: Google Calendar Gmail Google Workspace Coordinate meetings and operational priorities for leadership Prepare context, notes, and materials ahead of meetings or calls Help maintain daily operational alignment and follow-through

Research & Reporting Support

Conduct operational and market research including: vendor research inventory checks market comparisons operational data gathering Organize findings into actionable summaries and reports Support leadership with operational decision-making and execution support

What Success Looks Like

Client communication remains fast, professional, and organized CRM records and workflows stay clean and accurate Projects and contractor deliverables stay on track Scheduling and operational coordination run smoothly Leadership spends less time chasing follow-ups and operational details Daily operations remain organized, responsive, and execution-focused

What Makes You a Strong Fit

Highly organized with strong attention to detail Proactive and ownership-focused Strong multitasking and operational coordination ability Excellent communicator with professional client-facing skills Comfortable working independently in a remote environment Strong follow-through and execution discipline Calm under pressure while managing shifting priorities

Must-Have Requirements

Experience

2+ years of experience supporting: founders executives operations teams small business owners Experience in: executive assistance operations coordination administrative support client communication

Technical Skills

Strong hands-on experience with: GoHighLevel (GHL) Google Workspace Gmail Google Calendar Google Drive Google Docs Experience managing CRM workflows and operational tracking systems Strong organizational and workflow management skills

Communication & Execution

Excellent written and verbal English communication skills Strong attention to detail and operational accuracy Ability to manage priorities independently without constant oversight 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 presentation and research tools Experience supporting founders in fast-paced businesses

What a Typical Day Looks Like

Respond to client inquiries and coordinate follow-ups Update and maintain CRM records in GoHighLevel Coordinate contractors and track active project timelines Manage scheduling, meetings, and operational calendars Conduct operational research and organize key information Support leadership with daily priorities and workflow tracking In short: