Senior Executive Assistant (CEO & C-Suite 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 Senior Executive Assistant to provide high-level strategic and operational support to the CEO and executive leadership team.
This is not a traditional administrative role.
You’ll serve as a trusted partner to senior leadership by managing executive operations, coordinating complex schedules, streamlining communication, and ensuring high-priority initiatives move forward efficiently.
You’ll work closely with executives, internal teams, clients, and external stakeholders to keep operations running smoothly while enabling leadership to focus on strategic growth.
If you’re proactive, resourceful, highly organized, and thrive in fast-paced environments, this role is a strong fit.
What You’ll Own
Executive Calendar & Time Management
- Manage complex executive calendars across multiple time zones.
- Coordinate internal and external meetings.
- Prioritize schedules to maximize executive productivity.
- Resolve scheduling conflicts proactively.
- Prepare meeting agendas, briefing materials, and executive summaries.
- Protect executive focus time while balancing shifting priorities.
Executive Communications
- Manage and prioritize executive inboxes and communications.
- Screen calls and correspondence on behalf of leadership.
- Draft, edit, and proofread:
- Emails
- Reports
- Presentations
- Executive communications
- Serve as a primary point of contact for internal and external stakeholders.
- Maintain professionalism, discretion, and confidentiality in all communications.
Travel & Logistics Management
- Coordinate domestic and international travel arrangements.
- Book flights, accommodations, transportation, and itineraries.
- Prepare comprehensive travel plans and briefing documents.
- Manage last-minute travel changes and scheduling adjustments.
- Track and reconcile travel-related expenses.
Project & Executive Operations Support
- Support strategic initiatives and executive projects.
- Track deliverables, deadlines, and action items.
- Coordinate cross-functional teams and stakeholder communication.
- Conduct research and prepare executive summaries.
- Assist leadership with operational planning and administrative priorities.
Meeting & Event Coordination
- Organize executive meetings, board meetings, off-sites, and company events.
- Prepare presentations, reports, and briefing materials.
- Record meeting notes and distribute action items.
- Coordinate virtual and in-person meeting logistics.
- Ensure follow-through on executive priorities and commitments.
Administrative Operations
- Maintain confidential records, contracts, and documentation.
- Process expense reports, invoicing, and budget tracking.
- Organize executive documentation and filing systems.
- Improve administrative processes and operational workflows.
- Support executive office operations with accuracy and efficiency.
What Success Looks Like
- Executive calendars run smoothly with minimal oversight.
- Meetings, priorities, and strategic projects remain organized and on schedule.
- Leadership receives proactive, timely, and reliable support.
- Travel and logistics are coordinated seamlessly.
- Confidential information is handled with the highest level of professionalism.
- Administrative systems become increasingly efficient and scalable.
What Makes You a Strong Fit
- Highly organized with exceptional attention to detail.
- Proactive and resourceful with a strong ownership mindset.
- Excellent written and verbal English communication skills.
- Calm under pressure and capable of managing competing priorities.
- Strong problem-solving and decision-making abilities.
- Professional, trustworthy, and highly discreet.
- Comfortable working independently in a remote environment.
Required Experience & Skills
Experience
- 5+ years of experience as an:
- Executive Assistant
- Senior Administrative Assistant
- Chief of Staff
- Executive Operations professional
- Proven experience supporting:
- CEOs
- Founders
- Presidents
- C-Suite executives
- Experience managing complex calendars, executive communications, and high-priority projects.
- Strong organizational and project management skills.
- Excellent written and verbal English communication skills.
- High level of professionalism, discretion, and confidentiality.
- Ability to manage multiple priorities in fast-paced environments.
Nice to Have
- Bachelor’s degree in:
- Business Administration
- Communications
- Related field
- Experience supporting leadership in:
- Startups
- Consulting
- Finance
- Legal
- Technology
- High-growth organizations
- Experience coordinating domestic and international travel.
- Experience preparing executive presentations and reports.
- Experience working with board members and senior stakeholders.
Tools & Platforms
- Microsoft Office Suite
- Outlook
- Word
- Excel
- PowerPoint
- Google Workspace
- Gmail
- Calendar
- Docs
- Sheets
- Drive
- Project management platforms such as:
- Asana
- Monday.com
- Notion
- Trello
- Video conferencing platforms:
- Zoom
- Microsoft Teams
- Google Meet
- Expense and travel management tools
What a Typical Day Looks Like
- Manage executive calendars and scheduling priorities.
- Coordinate meetings across multiple time zones.
- Organize executive communications and inbox management.
- Prepare presentations, reports, and meeting materials.
- Coordinate domestic and international travel.
- Track strategic initiatives and follow up on action items.
- Support leadership with operational and administrative priorities.
- Improve executive support workflows and organizational processes.
In short: You’ll serve as the operational backbone for executive leadership, ensuring priorities stay on track, communication flows seamlessly, and executives can focus on driving the business forward.
Key Metrics for Success (KPIs)
- Executive calendar accuracy and scheduling efficiency.
- Timely completion of executive priorities and follow-ups.
- Quality and responsiveness of executive communications.
- Successful coordination of meetings, travel, and logistics.
- Administrative process improvements.
- Leadership satisfaction and operational reliability.
- Accuracy and confidentiality of executive documentation.
Why This Role Stands Out
- Trusted partnership with executive leadership.
- High visibility across strategic business initiatives.
- Opportunity to influence operational excellence at the executive level.
- Diverse responsibilities spanning executive support, operations, and project coordination.
- Fully remote role with long-term growth opportunities.
- Career progression into:
- Chief of Staff
- Executive Operations Manager
- Operations Director
- Business Operations Lead
Interview Process
- Application Review
- Spark Hire Intro Video (3–5 minutes)
- Client Interview
- Offer & Onboarding
What Happens After You Apply
After submitting your application, you’ll receive an email invitation from Spark Hire to record a short 3–5 minute Intro Video. This is the first step in our hiring process and can be completed whenever it’s convenient for you.
Instead of multiple initial screening calls, you’ll have one opportunity to introduce yourself, discuss your experience supporting executives, managing complex calendars, coordinating high-priority projects, handling confidential information, and helping senior leaders stay organized and productive. Your video will be reviewed by the hiring team before moving to the client interview.
You can record your video as many times as you’d like before submitting it—only your final version will be reviewed.
Please keep an eye on both your inbox and spam folder for your Spark Hire invitation after applying.
Apply Now
If you’re passionate about executive support, thrive in high-accountability environments, and enjoy helping senior leaders operate at their best, we’d love to hear from you. Apply today and become a trusted partner to executive leadership in a growing organization.