Senior Executive Assistant

Senior Executive Assistant (CEO & C-Suite Support) – Remote

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.

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 executive communications.
• Successful coordination of travel and meetings.
• Administrative process improvements.
• Leadership satisfaction and operational reliability.
• Confidentiality and documentation accuracy.

Why This Role Stands Out

• Trusted partnership with executive leadership.
• High visibility across strategic business initiatives.
• Opportunity to support C-Suite decision-making and operations.
• Diverse responsibilities spanning operations, communication, and project coordination.
• Fully remote role with long-term growth opportunities.
• Career progression into:
• Chief of Staff
• Executive Operations Manager
• Operations Director
• Business Operations Lead

Interview Process

1. Application Review
2. Spark Hire Intro Video (3–5 minutes)
3. Client Interview
4. Offer & Onboarding

What Happens After You Apply

After submitting your application, you'll receive an email invitation from Spark Hire to record a short 3–