Pavago is looking for an Administrative Assistant to provide high-level administrative and operational support to senior executives. You will act as a gatekeeper, project manager, and trusted partner, ensuring executives are prepared, informed, and able to focus on strategic priorities.
What You'll Do
- Manage complex executive calendars, including internal and external meetings, travel, and events.
- Anticipate scheduling conflicts, prioritize requests, and optimize time usage.
- Schedule across multiple time zones using Outlook or Google Calendar.
- Draft, proofread, and send emails or memos on behalf of executives.
- Screen calls, messages, and requests, escalating only what requires executive attention.
- Serve as a liaison between executives, employees, clients, and partners.
- Prepare meeting agendas, talking points, and briefing documents.
- Collect and synthesize background materials ahead of meetings.
- Record minutes, track action items, and ensure follow-up.
- Coordinate domestic and international travel, including flights, hotels, and transportation.
- Prepare detailed travel itineraries and handle last-minute changes.
- Process reimbursements and expense reports.
- Assist with research, data gathering, and report preparation.
- Track progress on executive priorities and initiatives.
- Manage confidential information with discretion.
- Maintain organized digital filing systems.
- Manage document version control and approvals.
- Support onboarding or offboarding of senior staff as needed.
What We're Looking For
- 3+ years of experience supporting senior executives.
- Proficiency with Microsoft Office and Google Workspace.
- Proficiency with Jobber as a CRM.
- Experience managing complex calendars and travel itineraries.
- Excellent written and verbal communication skills.
Nice to Have
- Prior experience in high-growth startups, professional services, or executive-level support roles.
- Familiarity with collaboration tools like Slack, Zoom, Notion, or Asana.
- Experience handling sensitive or confidential information.
- Background supporting multiple executives simultaneously.
Technical Stack
- Microsoft Office
- Google Workspace
- Jobber
- Outlook
- Google Calendar
- Slack
- Zoom
- Notion
- Asana
Team & Environment
You will be supporting senior executives directly.
Work Mode
This is a remote position.
Pavago is an equal opportunity employer.
