Companies in this catalog do not charge applicants. Never send money to apply.
Executive Assistant – Operations Support | 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 proactive Executive Assistant – Operations Support to support leadership while keeping day-to-day business operations organized, efficient, and moving forward.
This is more than a traditional administrative role. You’ll serve as an operational backbone for leadership , taking ownership of calendar management, scheduling, follow-ups, onboarding coordination, documentation, internal communication, and workflow organization.
The ideal candidate anticipates needs, follows through without repeated reminders, and creates structure in a fast-moving environment.
If you have experience in executive support, operations coordination, calendar management, onboarding, or administrative operations and are known for making sure nothing falls through the cracks, this role is a strong fit.
What You’ll Own
Executive & Administrative Support
Manage leadership calendars, scheduling, and meetings Coordinate appointments and priorities across U.S. business hours Support leadership with day-to-day administrative and operational requests Prepare meeting information, reminders, and follow-ups Track leadership commitments and outstanding action items Anticipate scheduling conflicts and operational needs before they become issues Help leadership stay focused on the highest-priority work
Operations & Workflow Coordination
Track ongoing:
Tasks
Requests
Deadlines
Follow-ups
Operational workflows
Coordinate across internal teams to keep work moving
Proactively follow up on outstanding action items
Maintain visibility into active priorities and next steps
Identify bottlenecks, inconsistencies, and missed details
Escalate issues when they could create operational delays
Support process improvements that make workflows more efficient
Onboarding Support
Coordinate onboarding workflows and required next steps
Track onboarding progress and outstanding items
Communicate with relevant teams, clients, and stakeholders
Maintain accurate onboarding records and documentation
Follow up on missing information or incomplete steps
Ensure onboarding activities remain organized and on schedule
Help create a smooth and professional onboarding experience
Documentation & Systems Management
Maintain clean and accurate records across company systems
Organize digital files, shared folders, and internal documentation
Keep information structured, accessible, and up to date
Maintain operational trackers and administrative records
Work regularly within:
Google Workspace
Slack
CRM systems
Online collaboration and operational tools
Support the creation and maintenance of SOPs and process documentation when needed
Communication & Follow-Through
Coordinate communication between:
Leadership
Internal teams
Clients
Other stakeholders
Draft clear and professional emails and updates
Track commitments and ensure follow-ups happen on time
Maintain strong visibility into outstanding tasks and priorities
Close communication gaps before they slow down execution
Requirements
3+ years of experience as an:
Executive Assistant
Administrative Assistant
Operations Coordinator
Virtual Assistant
Similar executive or operations support professional
Experience directly supporting executives, leadership teams, or operational workflows
Strong calendar and scheduling management experience
Excellent written and verbal English communication skills
Strong documentation and administrative coordination skills
Proficiency with:
Google Workspace Slack CRM systems Online collaboration tools Excellent time management and prioritization skills Strong attention to detail and organization Ability to manage multiple priorities simultaneously Strong problem-solving and follow-through Ability to work independently in a remote environment Availability during U.S. business hours
Nice to Have
Experience coordinating client or employee onboarding
Startup or high-growth company experience
Experience creating or maintaining:
SOPs
Process documentation
Workflow trackers
Experience improving administrative or operational processes
Experience supporting multiple departments or stakeholders
Tools & Technology
Google Workspace | Gmail | Google Calendar | Google Drive | Google Docs | Google Sheets | Slack | CRM Systems | Online Collaboration & Workflow Tools
What Makes You a Strong Fit
You’ll likely thrive in this role if you:
Are exceptionally organized and detail-oriented
Naturally follow through without needing repeated reminders
Anticipate needs instead of waiting for instructions
Communicate clearly and professionally
Can manage multiple priorities without losing accuracy
Enjoy bringing structure to fast-moving environments
Notice inconsistencies and missing details quickly
Are comfortable working independently with minimal supervision
Take ownership of tasks through completion
Understand how to protect leadership’s time and attention
Enjoy improving systems rather than simply maintaining them
What a Typical Day Looks Like
Your day may start by reviewing leadership calendars, upcoming meetings, outstanding action items, and the highest-priority operational tasks.
Throughout the day, you could schedule meetings, follow up with stakeholders, track onboarding progress, update CRM records and operational trackers, organize documentation, and coordinate with clients and internal teams.
You’ll also keep an eye on upcoming deadlines and potential bottlenecks while supporting leadership with new administrative and operational requests as they arise.
Where you notice inefficient or unclear workflows, you’ll help bring more structure and consistency to the process.
In short: you keep leadership organized, workflows moving, documentation accurate, and operational details under control.
Key Metrics for Success
Administrative and operational tasks completed accurately and on time
Minimal scheduling conflicts or missed follow-ups
Smooth and timely onboarding coordination
Clean, accurate, and organized documentation
High completion rate for outstanding action items
Strong visibility across active workflows and priorities
Reduced operational delays and coordination gaps
Timely stakeholder communication
High leadership confidence in your reliability and execution
Why This Role Stands Out
Work directly with leadership in a growing business
High ownership and autonomy
Exposure to both executive support and business operations
Opportunity to improve processes rather than simply maintain them
Broad involvement across teams, workflows, and stakeholders
Fully remote working environment
Long-term growth opportunities into:
Senior Executive Assistant
Executive Operations
Operations Coordinator
Operations Manager
Chief of Staff Support Roles
Interview Process
Initial Application
Spark Hire One-Way Video Interview
Video Interview with Pavago Recruiter
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 an experienced Executive Assistant, Virtual Assistant, or Operations Coordinator who excels at scheduling, organization, follow-through, onboarding, and keeping fast-moving operations under control, we’d love to hear from you.
Apply today and help leadership stay focused while ensuring the people, priorities, workflows, and operational details around them continue moving forward.
