Executive Assistant

Pavago • Costa Rica • El Salvador

No Relocation

Posted: May 19, 2026

Job Description

Executive Assistant (EA) – Remote | Executive Support, Calendar Management & Operations

Position Type: Full-Time, Remote
Working Hours: U.S. Client Business Hours (flexibility required)

About the Role

At Pavago, one of our clients is hiring a high-performing Executive Assistant (EA) to provide high-level administrative and operational support to senior leadership.

This is not a basic admin role.

You’ll act as:

A gatekeeper
A trusted operator
A project coordinator
A communication hub

Your role is to ensure executives stay focused on high-impact priorities while you manage scheduling, communication, logistics, coordination, and execution behind the scenes.

If you’re proactive, detail-oriented, highly organized, and thrive in fast-paced environments, this role is built for you.

What You’ll Own

Calendar & Executive Scheduling

Manage complex executive calendars across multiple time zones
Coordinate:

Internal meetings
Client calls
Events
Travel schedules

Prioritize requests and resolve scheduling conflicts proactively
Optimize executive time and daily workflows using:

Google Calendar
Microsoft Outlook

Executive Communication & Correspondence

Draft, proofread, and send professional emails and memos
Screen inboxes, calls, and requests while escalating priority items appropriately
Act as a liaison between executives, clients, vendors, and internal teams
Maintain clear, professional, and timely communication across stakeholders

Meeting Preparation & Follow-Up

Prepare:

Agendas
Briefing notes
Talking points
Meeting materials

Gather and organize background information before meetings
Record notes and action items during meetings
Track follow-ups and ensure deadlines and commitments are completed

Travel & Logistics Coordination

Coordinate domestic and international travel arrangements
Book:

Flights
Hotels
Transportation

Build detailed travel itineraries
Handle last-minute travel or scheduling changes efficiently
Process expense reports and reimbursements accurately

Project & Operational Support

Track executive priorities, projects, and deliverables
Conduct research and prepare reports, summaries, or presentations
Follow up with departments to ensure tasks remain on track
Support onboarding and offboarding coordination when required

Administrative Operations

Maintain organized digital filing systems and documentation
Manage document versions, approvals, and shared files
Handle confidential information with professionalism and discretion
Ensure operational workflows remain organized and efficient

What Success Looks Like

Executive calendars run smoothly with minimal conflicts
Meetings, travel, and logistics are coordinated flawlessly
Communication is timely, clear, and professional
Executives stay focused on strategic priorities instead of admin tasks
Follow-ups and deliverables are consistently completed on time
Stakeholders trust your organization, responsiveness, and reliability

What Makes You a Strong Fit

Highly organized and detail-oriented
Proactive and able to anticipate needs before issues arise
Strong written and verbal communicator
Comfortable working in fast-paced, high-pressure environments
Able to manage multiple priorities without losing accuracy
Professional, polished, and highly dependable

Requirements (Must-Have)

Experience

3+ years supporting senior executives or leadership teams
Experience managing:

Complex calendars
Travel coordination
Executive communications

Core Skills

Proficiency with:

Google Workspace
Microsoft Office

Strong written and verbal English communication
Experience scheduling across multiple time zones
Ability to handle confidential information professionally

Nice to Have

Experience supporting executives in:

Startups
Agencies
Professional services
High-growth companies

Familiarity with:

Slack
Zoom
Notion
Asana

Experience supporting multiple executives simultaneously
Exposure to operations or project coordination responsibilities

What a Typical Day Looks Like

Review executive calendars and prepare briefing notes
Manage inboxes and prioritize urgent communication
Coordinate meetings and prepare agendas/materials
Schedule travel and handle logistics updates
Follow up on ongoing projects and executive priorities
Prepare reports, summaries, or documentation
Organize tasks and prepare next-day schedules

In short: you keep executives organized, informed, and operating at maximum efficiency.

Key Metrics (KPIs)

Calendar accuracy and reduced scheduling conflicts
Timely follow-up on executive priorities
Executive and stakeholder satisfaction
Accurate travel coordination and expense reporting
Reduced administrative burden for leadership
Responsiveness and communication quality

Why This Role Stands Out

High visibility and direct exposure to leadership
Opportunity to become a true operational partner to executives
Fast-paced environment with meaningful ownership
Strong growth path into:

Operations Management
Chief of Staff support
Project Coordination
Executive Operations

Interview Process

Initial Phone Screen
Video Interview with Pavago Recruiter
Practical Task (Scheduling or Executive Briefing Exercise)
Client Interview with Leadership
Offer & Background Verification

Apply Now

If you:

Thrive in high-accountability environments
Enjoy keeping people and operations organized
Anticipate problems before they happen
Take pride in precision, responsiveness, and execution

This is a strong opportunity to become the trusted right hand to senior leadership.

Executive Assistant (EA) – Remote | Executive Support, Calendar Management & OperationsPosition Type: Full-Time, Remote Working Hours: U.S. Client Business Hours (flexibility required)About the RoleAt Pavago, one of our clients is hiring a high...

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