Administrative Assistant

**Job Title**: Executive Assistant (EA)**Position Type**: Full-Time, Remote**Working Hours**: U.S. client business hours (with flexibility for executive schedules, travel, and urgent needs)**About the Role**:Our client is seeking an Executive Assistant to provide high-level administrative and operational support to senior executives. This role goes beyond basic admin tasks — the EA acts as a gatekeeper, project manager, and trusted partner, ensuring executives are prepared, informed, and able to focus on strategic priorities.**Responsibilities**:Calendar & Scheduling**:- Manage complex executive calendars, including internal/external meetings, travel, and events.- Anticipate conflicts, prioritize requests, and optimize time usage.- Schedule across multiple time zones using Outlook or Google Calendar.**Communication & Correspondence**:- Screen calls, messages, and requests, escalating only what requires executive attention.- Serve as a liaison between executives, employees, clients, and partners.**Meeting Preparation & Follow-Up**:- Prepare agendas, talking points, and briefing documents.- Collect and synthesize background materials ahead of meetings.- Record minutes, track action items, and ensure follow-up.**Travel & Logistics**:- Coordinate domestic and international travel (flights, hotels, transportation).- Prepare detailed itineraries and handle last-minute changes.- Process reimbursements and expense reports.**Project Support**:- Assist with research, data gathering, and report preparation.- Track progress on executive priorities and initiatives.- Manage confidential information with discretion.**Administrative Operations**:- Maintain organized digital filing systems.- Manage document version control and approvals.- Support onboarding or offboarding of senior staff as needed.**What Makes You a Perfect Fit**:- Highly organized, detail-oriented, and proactive.- Strong communicator with professional polish.- Able to anticipate needs and problem-solve independently.- Comfortable working in fast-paced, high-pressure environments.**Required Experience & Skills (Minimum)**:- 3+ years of experience supporting senior executives.- Proficiency with Microsoft Office and Google Workspace.- Proficieny with Jobber as a CRM.- Experience managing complex calendars and travel itineraries.- Excellent written and verbal communication.**Ideal Experience & Skills**:- Prior experience in high-growth startups, professional services, or executive-level support roles.- Familiarity with collaboration tools (Slack, Zoom, Notion, Asana).- Experience handling sensitive or confidential information.- Background supporting multiple executives simultaneously.What Does a Typical Day Look Like?An Executive Assistant’s day revolves around keeping the executive organized, informed, and focused. You will:- Begin by reviewing the executive’s calendar and preparing briefing notes for the day.- Coordinate meetings and logistics, ensuring agendas, materials, and follow-ups are clear.- Manage travel plans and expense reports when required.- Track executive priorities, following up with team members to ensure deliverables are met.- Wrap the day by summarizing outstanding items, updating the calendar, and preparing tomorrow’s agenda.**In essence**: you are the executive’s right hand, ensuring they operate at maximum efficiency and effectiveness.**Key Metrics for Success (KPIs)**:- Calendar accuracy and minimized conflicts.- Timely communication and follow-up on executive priorities.- High satisfaction from executives and stakeholders.- On-time completion of expense reporting and travel logistics.- Reduced administrative burden on executives (measured by time freed).**Interview Process**:- Initial Phone Screen- Video Interview with Pavago Recruiter- Practical Task (e.g., draft an executive briefing memo or manage a sample scheduling scenario)- Client Interview with Executives- Offer & Background VerificationLI-AG1