Operations Assistant | Executive Support

Description Operations Assistant – Executive Support & Special Projects (Remote)

Operations | Executive Support | Project Coordination | AI Tools | Special Projects Position Type:

Full-Time, Remote Location:

LATAM & South Africa Working Hours:

U.S. Business Hours

About the Role

At Pavago, one of our clients is hiring an

Operations Assistant

to support a fast-growing, entrepreneurial healthcare services company by driving operational excellence, executive support, and cross-functional project execution. This is not a traditional administrative role. You'll become a trusted extension of the leadership team—owning projects, solving problems, improving processes, and ensuring critical initiatives move forward with minimal supervision. You'll work across operations, executive support, reporting, vendor management, marketing coordination, people operations, and special projects. Every day is different, requiring adaptability, resourcefulness, and a strong ownership mindset. If you enjoy bringing structure to fast-moving environments, learning new skills, and becoming the person everyone relies on to keep the business running smoothly, this role is built for you.

What You'll Own

Executive & Operations Support

Support leadership with day-to-day operational priorities and strategic initiatives. Manage administrative, operational, and cross-functional coordination tasks. Track action items and ensure timely follow-up across departments. Coordinate meetings, deliverables, and project timelines. Maintain organized documentation and operational records. Assist with workflow creation and continuous process improvement.

Project Management & Special Projects

Own projects from planning through completion. Research solutions and independently execute new initiatives. Coordinate cross-functional projects involving multiple stakeholders. Identify risks and proactively resolve operational roadblocks. Ensure projects are delivered accurately and on schedule.

Reporting & Data Management

Collect, organize, and maintain operational and client data. Build spreadsheets, dashboards, and management reports. Track KPIs and operational metrics. Support leadership with reporting and business insights. Maintain accuracy across multiple systems and datasets.

Marketing & Content Support

Assist with content creation using AI tools and leadership-provided talking points. Draft LinkedIn posts and company communications. Support newsletter creation and distribution. Assist with podcast publishing and content management. Create presentations, slide decks, and marketing materials. Coordinate conference materials and event preparation.

Vendor & Client Coordination

Coordinate vendor agreements and documentation. Track contracts, approvals, and signatures. Support client communication and administrative requests. Assist with billing reviews and operational follow-up. Ensure outstanding action items are completed promptly.

People Operations & Administrative Support

Coordinate onboarding activities for new hires. Maintain employee records and documentation. Track PTO requests and personnel updates. Support HR initiatives and internal administrative processes. Handle confidential information with professionalism and discretion.

Travel & Logistics

Coordinate travel arrangements and itineraries. Assist with event planning and logistics. Manage shipping, deliveries, and operational logistics. Support internal team coordination and administrative needs.

Systems & Process Improvement

Build and improve workflows, SOPs, and operational systems. Leverage AI tools to automate repetitive work and improve efficiency. Identify opportunities to streamline business operations. Document processes for consistency and scalability.

Requirements

Must-Have Qualifications

Experience

Previous experience in: Operations Executive Assistance Project Coordination Administration Business Operations Experience supporting remote teams or executives. Comfortable working in fast-paced, entrepreneurial environments. Core Skills

Excellent written and verbal English communication. Outstanding organizational and multitasking abilities. Strong attention to detail. Ability to manage shifting priorities independently. Strong problem-solving and critical-thinking skills. High level of professionalism and discretion. Proficiency with Google Workspace and modern productivity tools. Reliable internet connection and dedicated remote workspace.

Nice to Have

Experience supporting founders or executive leadership. Startup or high-growth company experience. Project management experience. Experience with: ChatGPT Claude Canva Marketing coordination experience. HR or People Operations experience. Experience creating SOPs and operational documentation. Strong spreadsheet and reporting skills.

Tools & Tech