Executive AssistantPavago • Springfield, MA, US
Executive Assistant
Pavago • Springfield, MA, US
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- serp_jobs.job_card.full_time
job_description.job_card.job_descriptionDraft, proofread, and send emails or memos on behalf of executives. Screen calls, messages, and requests, escalating only what requires executive attention. Serve as a liaison between executives, employees, clients, and partners. Prepare agendas, talking points, and briefing documents. Collect and synthesize background materials ahead of meetings. Record minutes, track action items, and ensure follow-up. Coordinate domestic and international travel (flights, hotels, transportation). Prepare detailed itineraries and handle last-minute changes. Process reimbursements and expense reports. Assist with research, data gathering, and report preparation. Track progress on executive priorities and initiatives. Manage confidential information with discretion. Maintain organized digital filing systems. Manage document version control and approvals. Support onboarding or offboarding of senior staff as needed. Highly organized, detail-oriented, and proactive. Strong communicator with professional polish. Able to anticipate needs and problem-solve independently. Comfortable working in fast-paced, high-pressure environments. 3+ years of experience supporting senior executives. Proficiency with Microsoft Office and Google Workspace. Experience managing complex calendars and travel itineraries. Excellent written and verbal communication. Prior experience in high-growth startups, professional services, or executive-level support roles. Familiarity with collaboration tools (Slack, Zoom, Notion, Asana). Experience handling sensitive or confidential information. Background supporting multiple executives simultaneously. Begin by reviewing the executive's calendar and preparing briefing notes for the day. Screen emails and calls, flagging urgent items and drafting responses where appropriate. Coordinate meetings and logistics, ensuring agendas, materials, and follow-ups are clear. Manage travel plans and expense reports when required. Track executive priorities, following up with team members to ensure deliverables are met. Wrap the day by summarizing outstanding items, updating the calendar, and preparing tomorrow's agenda. Calendar accuracy and minimized conflicts. Timely communication and follow-up on executive priorities. High satisfaction from executives and stakeholders. On-time completion of expense reporting and travel logistics. Reduced administrative burden on executives (measured by time freed). Initial Phone Screen Video Interview with Pavago Recruiter Practical Task (e.g., draft an executive briefing memo or manage a sample scheduling scenario) Client Interview with Executives Offer & Background Verification
Executive Assistant (EA)
Position Type : Full-Time, Remote
Working Hours : U.S. client business hours (with flexibility for executive schedules, travel, and urgent needs)
About the Role :
Our client is seeking an Executive Assistant to provide high-level administrative and operational support to senior executives. This role goes beyond basic admin tasks the EA acts as a gatekeeper, project manager, and trusted partner, ensuring executives are prepared, informed, and able to focus on strategic priorities.
Responsibilities :
Calendar & Scheduling :
- Manage complex executive calendars, including internal / external meetings, travel, and events.
- Anticipate conflicts, prioritize requests, and optimize time usage.
- Schedule across multiple time zones using Outlook or Google Calendar.
Communication & Correspondence :
Meeting Preparation & Follow-Up :
Travel & Logistics :
Project Support :
Administrative Operations :
What Makes You a Perfect Fit :
Required Experience & Skills (Minimum) :
Ideal Experience & Skills :
What Does a Typical Day Look Like?
An Executive Assistant's day revolves around keeping the executive organized, informed, and focused. You will :
In essence : you are the executive's right hand, ensuring they operate at maximum efficiency and effectiveness.
Key Metrics for Success (KPIs) :
Interview Process :
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Executive Assistant • Springfield, MA, US
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