Executive Assistant – Executive Operations, Sales & Administrative Support | Remote
Position Type: Full-Time, Remote
Working Hours: U.S. Business Hours
Department: Executive Support / Operations
About the Role
At Pavago, one of our clients is hiring an experienced and highly organized Executive Assistant to provide comprehensive support to a senior executive across communications, scheduling, task management, sales coordination, accounting assistance, and social media management.
This is more than a traditional calendar-management role. You’ll help keep the executive’s day, priorities, communications, and ongoing initiatives organized and moving forward.
We’re looking for someone proactive, dependable, discreet, and comfortable operating with minimal direction. You should be able to anticipate needs, identify priorities, follow through consistently, and ensure important tasks never fall through the cracks.
What You’ll Own
Inbox & Communications Management
- Own the executive’s email and messaging channels end-to-end
- Review and triage incoming communications based on urgency and importance
- Identify messages requiring immediate executive attention
- Draft and send professional responses on the executive’s behalf
- Maintain clear and professional communication with internal and external contacts
- Track important conversations and follow-ups
- Ensure time-sensitive communications are handled promptly
- Protect the executive from unnecessary communication noise while surfacing priorities
Calendar & Appointment Coordination
- Manage the executive’s calendar, meetings, appointments, and commitments
- Coordinate internal and external scheduling
- Proactively identify and resolve scheduling conflicts
- Protect the executive’s time and maintain an organized calendar
- Confirm meetings and appointments as needed
- Prepare the executive for upcoming commitments
- Ensure relevant information is available before important meetings
- Adjust schedules as priorities change
Task & Project Tracking
- Translate high-level plans and conversations into clear, actionable tasks
- Track open items and follow up until completion
- Maintain visibility across multiple projects and workstreams
- Monitor deadlines, deliverables, and outstanding action items
- Keep the executive informed about progress and potential blockers
- Follow up with internal and external stakeholders
- Ensure commitments and decisions are documented and acted upon
- Help establish structure around competing priorities
Sales Coordination Support
- Track leads, contacts, and sales-related activities
- Maintain organized prospect and client information
- Follow up with contacts and prospects as needed
- Help maintain accurate CRM records
- Track pipeline activity and outstanding sales follow-ups
- Coordinate meetings and communications with prospects
- Support the executive with sales-related administrative tasks
- Ensure sales opportunities and important conversations receive timely follow-up
Accounting Assistance
- Assist with day-to-day accounting-related administrative tasks
- Track expenses and maintain organized financial records
- Support invoice management
- Assist with basic bookkeeping coordination
- Follow up on outstanding accounting-related items
- Organize receipts and supporting documentation
- Maintain accurate records for review
- Handle financial information with appropriate discretion and confidentiality
Social Media Management
- Support and manage the executive’s social media presence
- Schedule and coordinate social media posts
- Monitor engagement and platform activity
- Maintain a consistent and professional voice across platforms
- Help organize content and posting schedules
- Track outstanding social media activities
- Coordinate with the executive on content requiring review or approval
Requirements
- 5+ years of experience in an Executive Assistant, Operations, or Chief-of-Staff-adjacent role supporting a senior leader
- Proven ability to manage high-volume email and messaging with speed, accuracy, and sound judgment
- Strong written English communication skills
- Experience managing complex calendars, appointments, and executive priorities
- Experience with sales coordination, CRM tools, pipeline tracking, or client follow-up workflows
- Hands-on experience with basic accounting tasks, including:
- Expense management
- Invoicing
- Bookkeeping support
- Proven experience managing social media accounts for an individual or brand
- Excellent organization, follow-up, and time-management skills
- Strong attention to detail and professional judgment
- Ability to manage multiple priorities simultaneously
- Ability to work independently with minimal direction
- Ability to handle confidential communications and financial information with discretion
- Availability during U.S. Business Hours
Ideal Experience & Skills
- Previous experience directly supporting a founder, CEO, or senior executive
- Experience working in a fast-paced or entrepreneurial environment
- Strong CRM and sales pipeline management experience
- Comfortable communicating externally on behalf of an executive
- Experience coordinating across multiple departments or workstreams
- Familiarity with bookkeeping, expense, or invoicing platforms
- Experience scheduling and managing professional social media content
- Strong project and task-management capabilities
- Ability to anticipate needs instead of waiting for instructions
- Comfortable working primarily asynchronously while maintaining strong communication
Tools & Technology
Email & Messaging Platforms | Calendar & Scheduling Tools | CRM Systems | Sales Pipeline Tools | Task & Project Management Platforms | Accounting & Bookkeeping Software | Social Media Platforms | Google Workspace | Microsoft Office
What Makes You a Strong Fit
You’ll likely thrive in this role if you:
- Are proactive and naturally think several steps ahead
- Can distinguish what is urgent from what can wait
- Take ownership of tasks from start to finish
- Are highly organized without requiring constant oversight
- Communicate clearly and professionally on behalf of senior leadership
- Are comfortable managing sensitive and confidential information
- Follow up consistently until tasks are completed
- Can move between executive support, sales, accounting, and social media responsibilities
- Remain organized when priorities change quickly
- Have strong judgment and know when to act independently versus escalate
- Enjoy creating structure and keeping multiple workstreams moving
- Are dependable and comfortable being trusted with important responsibilities
What a Typical Day Looks Like
Your day may begin by reviewing overnight emails and messages, triaging communications by urgency, and drafting or sending responses where appropriate.
You’ll review the executive’s calendar, prepare for upcoming appointments, and organize outstanding tasks and follow-ups. Throughout the day, you may coordinate with contacts on the executive’s behalf, manage scheduling requests, update sales activities, follow up with prospects, assist with accounting or expense items, and manage social media activity.
Because the role is primarily asynchronous, you’ll be expected to make progress independently while checking in with the executive as needed to align on priorities.
In short: you keep the executive organized, informed, prepared, and focused while ensuring important communications, tasks, and priorities continue moving forward.
Key Metrics for Success
- Inbox organization and response turnaround
- Accuracy and efficiency of calendar management
- Completion of executive follow-ups and action items
- Reduction in missed or overdue tasks
- Accuracy of CRM and sales pipeline records
- Timely prospect and client follow-up
- Accuracy of expense and invoice documentation
- Consistency of social media scheduling and activity
- Effective prioritization across multiple workstreams
- Executive preparedness for meetings and commitments
- Confidentiality and professional judgment
- Reliability and independent execution
Why This Role Stands Out
- Direct partnership with a senior executive
- Broad ownership across executive operations
- Exposure to communications, sales, accounting, and social media
- High level of autonomy and responsibility
- Opportunity to become a trusted extension of the executive
- Fully remote working environment
- Career growth opportunities into:
- Senior Executive Assistant
- Executive Operations Manager
- Business Operations Manager
- Chief of Staff
Interview Process
- Initial Application
- Spark Hire One-Way Video 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 an experienced Executive Assistant who excels at executive support, inbox and calendar management, task coordination, sales support, accounting assistance, and social media management, we’d love to hear from you.
Apply today if you’re proactive, highly organized, dependable, and ready to become a trusted operational partner to a senior executive.
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