Senior Executive Assistant

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, driving cross-functional initiatives, and ensuring day-to-day priorities are executed efficiently.

You’ll work closely with executives, internal teams, and external stakeholders to keep communication, projects, and operations running seamlessly in a fast-paced environment.

If you’re proactive, highly organized, resourceful, and thrive in high-accountability executive support roles, this position 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 protect executive focus time.

• Resolve scheduling conflicts proactively.

• Prepare meeting agendas, briefing materials, and executive packets.

• Ensure leadership stays aligned with critical priorities and deadlines.

Executive Communications

• Manage and prioritize executive inboxes and communications.

• Draft, edit, and proofread:

• Emails

• Reports

• Presentations

• Executive correspondence

• Screen calls and incoming communications on behalf of leadership.

• Serve as a key point of contact for internal and external stakeholders.

• Maintain professionalism, discretion, and confidentiality in all interactions.

Travel & Logistics Management

• Coordinate domestic and international travel arrangements.

• Book flights, accommodations, transportation, and meeting logistics.

• Prepare detailed travel itineraries and briefing documents.

• Manage last-minute travel changes efficiently.

• Track and reconcile travel-related expenses.

Project & Executive Operations Support

• Support strategic initiatives and executive priorities.

• Track projects, action items, deadlines, and deliverables.

• Coordinate cross-functional teams and stakeholder communication.

• Conduct research and prepare executive summaries.

• Assist leadership with operational planning and administrative execution.

Meeting & Event Coordination

• Organize executive meetings, leadership sessions, board meetings, and off-sites.

• 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 commitments and next steps.

Administrative Operations

• Maintain confidential records, contracts, and documentation.

• Process expense reports, invoices, and budget tracking.

• Organize executive files and documentation.

• Improve administrative systems and operational workflows.

• Support executive office organization and process optimization.

What Success Looks Like

• Executive calendars run efficiently with minimal oversight.

• Meetings, priorities, and strategic projects remain organized and on track.

• Leadership receives timely, proactive support.

• Travel and logistics are coordinated seamlessly.

• Confidential information is handled with the highest level of professionalism.

• Administrative processes 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 communicator with outstanding written and verbal English skills.

• Calm under pressure and able to manage 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.

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.

• Review and organize executive communications.

• Prepare presentations, reports, and meeting materials.

• Coordinate travel arrangements and itineraries.

• Track strategic initiatives and project deadlines.

• Support leadership with operational priorities and follow-ups.

• Improve administrative workflows and executive support processes.

In short: You’ll enable executive leadership to focus on strategic priorities by keeping operations, communication, projects, and logistics running efficiently.

Key Metrics for Success (KPIs)

• Executive calendar accuracy and scheduling efficiency.

• Timely completion of executive priorities and follow-ups.

• Accuracy and professionalism of execut