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Admin Executive Assistant – Operations, Compliance & ITAD | Remote Position Type: Full-Time, Remote Working Hours: U.S. Business Hours
About the Role
At Pavago , one of our clients is hiring a highly organized and detail-oriented Admin Executive Assistant to support executive administration, operational coordination, compliance workflows, client onboarding, and documentation within an IT Asset Disposition (ITAD) environment.
This is more than a traditional administrative role. You’ll serve as an important operational control layer , ensuring information is accurate, documentation is complete, follow-ups happen on time, and critical details don’t get missed.
Because the business operates in a compliance-sensitive environment, precision, organization, confidentiality, and attention to detail are essential.
If you’re someone who catches inconsistencies others miss, enjoys creating order, and takes ownership of tasks through completion, this role is a strong fit.
What You’ll Own
Executive & Administrative Support
Manage calendars, meetings, scheduling, and day-to-day administrative coordination
Support leadership with priorities, communication, and follow-ups
Coordinate across clients, leadership, and internal teams
Anticipate scheduling conflicts and operational needs before they become problems
Track outstanding action items and ensure timely completion
Help protect leadership bandwidth by keeping workflows organized
Maintain professionalism and discretion when handling confidential information
Compliance & Documentation Support
Maintain accurate, complete, and audit-ready documentation
Support compliance-sensitive processes within ITAD operations
Review documentation for missing, inconsistent, or incorrect information
Ensure records are properly organized, stored, and accessible
Maintain consistent documentation standards across operational systems
Track required documentation and follow up on missing items
Help ensure compliance-related records remain current and reliable
Client Onboarding & Operational Tracking
Track client onboarding from initiation through completion
Ensure required information and documentation are collected
Monitor outstanding tasks, follow-ups, and internal dependencies
Maintain clear visibility into onboarding status
Coordinate with clients and internal stakeholders throughout the process
Escalate missing information, blockers, or potential delays proactively
Ensure onboarding steps are completed accurately and on time
Quality Control & Accuracy
Review names, dates, numbers, schedules, records, and documentation before execution
Identify inconsistencies across systems and workflows
Catch potential errors before they create operational or financial issues
Track process and documentation changes accurately
Double-check critical information before submission or execution
Maintain strong quality-control standards across daily operations
Systems & Records Management
Maintain organized and accurate records across tools such as:
Google Workspace
Slack
Salesforce or similar CRM platforms
Keep systems clean, searchable, and up to date
Maintain consistent naming and documentation practices
Ensure important information can be retrieved quickly when needed
Update CRM and internal systems as operational information changes
Maintain reliable records across administrative and compliance workflows
Requirements
3+ years of experience in Executive Assistant, Administrative Assistant, Virtual Assistant, or Operations Support roles
Strong experience with Google Workspace
Experience using Slack
Experience with Salesforce or similar CRM systems
Exceptional attention to detail and accuracy
Strong written and verbal English communication skills
Ability to manage multiple priorities without sacrificing accuracy Strong follow-through and organizational discipline Ability to work independently and solve problems proactively High level of professionalism, discretion, and confidentiality Comfortable working in a process-driven environment Ability to work during U.S. business hours
Nice to Have
Experience in IT Asset Disposition (ITAD)
Experience in compliance-heavy or highly regulated environments
Familiarity with audit preparation and compliance documentation
Experience supporting founders, executives, or leadership teams
Client onboarding experience
Operational tracking and workflow management experience
Experience maintaining structured records across multiple systems
Tools & Technology
Google Workspace | Gmail | Google Drive | Google Docs | Google Sheets | Google Calendar | Slack | Salesforce | CRM Systems | Documentation & Workflow Tools
What Makes You a Strong Fit
You’ll likely thrive in this role if you:
Notice small inconsistencies quickly
Naturally double-check important information
Prefer structured and organized systems
Take ownership instead of waiting to be reminded
Follow tasks through until they are completely resolved
Communicate clearly and professionally
Handle confidential information responsibly
Stay organized while managing multiple priorities
Proactively flag risks instead of waiting for problems to escalate
Understand that accuracy is just as important as speed
What a Typical Day Looks Like
Your day may begin by reviewing leadership calendars, outstanding action items, client onboarding progress, and documentation requiring attention.
Throughout the day, you’ll coordinate meetings, review records for missing or incorrect information, follow up on operational tasks, update Salesforce and internal systems, and organize compliance documentation.
You’ll also coordinate communication between clients and internal teams, verify important dates and records, and proactively flag inconsistencies or risks before they create larger problems.
In short: you ensure the administrative and operational side of the business stays accurate, organized, compliant, and under control.
Key Metrics for Success
Accuracy and completeness of documentation
Zero critical operational or documentation errors
On-time completion of assigned tasks and follow-ups
Smooth and timely client onboarding
CRM and internal records accuracy
Audit-readiness of compliance documentation
Reduction in preventable operational issues
Consistency of administrative workflows
Leadership confidence in administrative and operational execution
Why This Role Stands Out
High-trust role working closely with leadership
Direct impact on operational accuracy and compliance
Exposure to structured ITAD and compliance workflows
Strong ownership over administrative and operational processes
Opportunity to improve documentation and workflow consistency
Fully remote working environment
Career growth opportunities into:
Operations Manager
Compliance Coordinator
Executive Operations Lead
Interview Process
Initial Application
Spark Hire One-Way Video Interview
Recruiter Interview
Client Interview
Offer & Onboarding
Spark Hire Video Interview – Required
As part of the application process, all candidates are required to complete a one-way video interview through Spark Hire .
After completing the first step of your application, you’ll receive a Spark Hire invitation by email with instructions to record and submit your video responses.
Completion of the Spark Hire video is required to be considered for the next stage . Please check your inbox as well as your spam or junk folder for the invitation.
Apply Now
If you’re a highly organized Executive Assistant or Operations Support professional who catches mistakes others miss, takes ownership of follow-through, and thrives in structured, compliance-sensitive environments, we’d love to hear from you.
Apply today and take on a high-trust role where your attention to detail directly contributes to smoother operations, stronger compliance, accurate client onboarding, and greater leadership efficiency .