Executive Assistant

Executive Assistant to Founder – Part-Time | Remote Position Type: Part-Time, Remote Working Hours: U.S. Business Hours — PST overlap required About the Role At Pavago, one of our clients is looking for a highly organized and proactive Executive Assistant to Founder to support day-to-day operations, communication, scheduling, client coordination, and workflow management. This is not a passive administrative role. You’ll work closely with the Founder and act as a key operational link between leadership, clients, and internal teams — making sure priorities stay organized, communication moves quickly, and nothing falls through the cracks. The ideal candidate thrives in a fast-moving startup environment, takes ownership without constant direction, and knows how to use modern AI and productivity tools to work efficiently. What You’ll Own Calendar & Inbox Management Manage the Founder’s calendar, scheduling, priorities, and daily coordination. Monitor, organize, and respond to emails professionally. Identify urgent communication and ensure timely follow-ups. Prevent scheduling conflicts and keep the Founder’s time organized. Maintain visibility across important deadlines and commitments. Meeting Coordination & Follow-Up Schedule meetings with clients, vendors, and internal teams. Prepare agendas, context, and relevant information ahead of meetings. Take clear meeting notes and capture key decisions. Send post-meeting summaries, action items, and next steps. Track commitments and follow up with stakeholders until tasks are completed. Client Onboarding & Operations Coordinate onboarding for new clients. Collect required documents, information, and assets. Keep onboarding timelines and communication organized. Coordinate between the Founder, clients, and internal teams. Ensure clients receive a professional and responsive onboarding experience. CRM & Administrative Support Maintain accurate records in HubSpot or similar CRM platforms. Log communications, activities, notes, and follow-ups consistently. Support travel coordination and itinerary management. Assist with expense tracking and administrative documentation. Coordinate with vendors and external partners as needed. AI & Workflow Efficiency Use tools such as ChatGPT, Claude, and Perplexity to improve execution speed. Draft and refine emails, summaries, research, and operational documents. Use AI to organize information and accelerate routine workflows. Identify opportunities to streamline repetitive administrative processes. What We’re Looking For Must-Haves Previous experience supporting founders, executives, or senior leadership . Experience working in a startup, agency, or similarly fast-paced environment. Excellent written and verbal English communication. Strong proficiency with Google Workspace and Slack. Experience using HubSpot or another CRM. Comfortable using Loom, Tella, or similar asynchronous communication tools. Intermediate to…