Executive Assistant

Before you apply

Job source

Himalayas

Applying on

himalayas.app

Workplace

Fully remote

US state

Nationwide remote

Category

Administrative

Link last checked

Not checked yet

Posted

2 weeks ago

Closes

11/3/2026

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About the role

Executive Assistant (EA) – Remote | Executive Support, Calendar Management & Operations Position Type: Full-Time, Remote Working Hours: U.S. Client Business Hours (flexibility required) About the Role At Pavago , one of our clients is hiring a high-performing Executive Assistant (EA) to provide high-level administrative and operational support to senior leadership. This is not a basic admin role. You’ll act as: A gatekeeper A trusted operator A project coordinator A communication hub Your role is to ensure executives stay focused on high-impact priorities while you manage scheduling, communication, logistics, coordination, and execution behind the scenes. If you’re proactive, detail-oriented, highly organized, and thrive in fast-paced environments, this role is built for you. What You’ll Own Calendar & Executive Scheduling Manage complex executive calendars across multiple time zones Coordinate: Internal meetings Client calls Events Travel schedules Prioritize requests and resolve scheduling conflicts proactively Optimize executive time and daily workflows using: Google Calendar Microsoft Outlook Executive Communication & Correspondence Draft, proofread, and send professional emails and memos Screen inboxes, calls, and requests while escalating priority items appropriately Act as a liaison between executives, clients, vendors, and internal teams Maintain clear, professional, and timely communication across stakeholders Meeting Preparation & Follow-Up Prepare: Agendas Briefing notes Talking points Meeting materials Gather and organize background information before meetings Record notes and action items during meetings Track follow-ups and ensure deadlines and commitments are completed Travel & Logistics Coordination Coordinate domestic and international travel arrangements Book: Flights Hotels Transportation Build detailed travel itineraries Handle last-minute travel or scheduling changes efficiently Process expense reports and reimbursements accurately Project & Operational Support Track executive priorities, projects, and deliverables Conduct research and prepare reports, summaries, or presentations Follow up with departments to ensure tasks remain on track Support onboarding and offboarding coordination when required Administrative Operations Maintain organized digital filing systems and documentation Manage document versions, approvals, and shared files Handle confidential information with professionalism and discretion Ensure operational workflows remain organized and efficient What Success Looks Like Executive calendars run smoothly with minimal conflicts Meetings, travel, and logistics are coordinated flawlessly Communication is timely, clear, and professional Executives stay focused on strategic priorities instead of admin tasks Follow-ups and deliverables are consistently completed on time Stakeholders trust your organization, responsiveness, and reliability What Makes You a Strong Fit Highly organized and detail-oriented Proactive and able to anticipate needs before issues arise Strong written and verbal communicator Comfortable working in fast-paced, high-pressure environments Able to manage multiple priorities without losing accuracy Professional, polished, and highly dependable Requirements (Must-Have) Experience 3+ years supporting senior executives or leadership teams Experience managing: Complex calendars Travel coordination Executive communications Core Skills Proficiency with: Google Workspace Microsoft Office Strong written and verbal English communication Experience scheduling across multiple time zones Ability to handle confidential information professionally Nice to Have Experience supporting executives in: Startups Agencies Professional services High-growth companies Familiarity with: Slack Zoom Notion Asana Experience supporting multiple executives simultaneously Exposure to operations or project coordination responsibilities What a Typical Day Looks Like Review executive calendars and prepare briefing n

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