Executive Assistant (Operations & Client Coordination)

Executive Assistant (Operations & Client Coordination) Position Type: Full-Time, Remote Working Hours: U.S. Business Hours About the Role: We are seeking a highly organized and proactive Executive Assistant (Operations & Client Coordination) to support daily operations and client coordination for a fast-growing business in the automotive space. This role goes beyond basic administrative support—you will act as a key operational partner to the founder, managing client communication, coordinating with contractors, and ensuring smooth execution across multiple workflows. The ideal candidate is detail-oriented, resourceful, and comfortable working in a fast-paced environment with shifting priorities. Responsibilities: Client Management: Manage inbound client inquiries and prioritize urgent requests. Draft and send professional client communications, including updates and summaries. Ensure timely follow-ups and maintain a high-quality client experience. Contractor Coordination: Coordinate with freelance contractors on active projects and deals. Track progress and ensure timelines and deliverables are met. Maintain clear communication between all stakeholders. CRM & Administrative Management: Maintain and organize CRM systems, specifically GoHighLevel (GHL). Ensure accurate and up-to-date client and deal records. Support onboarding by collecting and organizing client information. Communication & Scheduling: Manage calendar scheduling, meetings, and daily priorities using Google Calendar and Gmail . Prepare materials and context for client or partner calls. Support daily check-ins to ensure alignment on priorities. Research & Reporting: Conduct light research including market comparisons, inventory checks, and basic data gathering. Support decision-making by organizing and presenting relevant information. What Makes You a Perfect Fit: Highly organized with strong attention to detail. Proactive and able to work independently with minimal supervision. Comfortable managing multiple workflows in a fast-paced environment. Strong communicator who can represent the business professionally. Reliable and responsive during U.S. working hours. Required Experience & Skills (Minimum): 2+ years of experience supporting a founder, executive, or small business owner. Strong hands-on experience with GoHighLevel (GHL). Proficiency in Google Workspace (G Suite), including Gmail, Google Calendar, Docs, and Drive — this is a must-have. Experience managing client communication and follow-ups. Strong organizational and multitasking abilities. Excellent written and verbal English communication skills. Ability to work independently and manage shifting priorities effectively. Reliable internet connection and professional remote work setup. Tools & Systems: Must-Have Tools (Non-Negotiable) GoHighLevel (GHL) Google Workspace (G Suite): Gmail, Google Calendar, Google Docs, Google Drive Nice-to-Have Tools Gamma (or similar presentation tools) Slide creation tools (Google Slides, PowerPoint, etc.) Notebook LM or similar tools for organization and research What Does a Typical Day Look Like? An Executive Assistant's day is focused on keeping operations organized and ensuring smooth communication across the business. You will: Manage client inquiries and follow-ups. Coordinate with contractors and track progress. Maintain CRM records and ensure data accuracy. Schedule meetings and support daily planning. Conduct research and organize key information. In essence: you are the operational backbone, ensuring nothing falls through the cracks while supporting both clients and internal workflows. Key Metrics for Success (KPIs) Responsiveness and quality of client communication. Accuracy and organization of CRM and deal tracking. Timely coordination and follow-through on tasks. Efficiency in managing schedules and priorities. Overall operational reliability and support to the founder. Interview Process: Initial Phone Screen Video Interview with Recruiter Client Interview Offer & Onboarding Pavago