Admin Executive Assistant

Role Description

At Pavago, we’re hiring on behalf of one of our clients for an Admin Executive Assistant to support operations, compliance workflows, client onboarding, and executive coordination within a structured IT Asset Disposition (ITAD) environment. This is not a traditional administrative support role. It’s a high-trust, execution-focused position where operational accuracy and attention to detail are critical.

You’ll serve as the operational backbone that keeps documentation organized, workflows moving, and leadership focused on high-value priorities. You’ll work closely with leadership, operations teams, clients, and compliance stakeholders to ensure every task, record, and workflow is completed accurately and on time.

If you’re highly organized, naturally detail-oriented, and take ownership of your work from start to finish, this role is built for you.

What You’ll Own

• Executive & Administrative Coordination
  • Manage executive calendars, meetings, and scheduling across multiple stakeholders.
  • Coordinate communication between leadership, clients, vendors, and internal teams.
  • Prepare meeting agendas, notes, and follow-up action items.
  • Anticipate leadership needs and proactively manage priorities.
  • Ensure deadlines, tasks, and follow-ups are completed without delays.
• Documentation & Compliance Support
  • Maintain organized, audit-ready documentation across operational systems.
  • Support compliance-sensitive workflows within ITAD operations.
  • Ensure records remain:
    • Accurate
    • Complete
    • Properly documented
    • Securely stored
  • Maintain documentation consistency across Google Workspace, Slack, CRM platforms (Salesforce or similar), and operational tracking systems.
  • Assist with audit preparation and compliance documentation.
• Operational Tracking & Quality Control
  • Track:
    • Client onboarding progress
    • Internal operational tasks
    • Documentation updates
    • Workflow milestones
  • Review records to identify inconsistencies across:
    • Dates
    • Names
    • Scheduling
    • Documentation
    • Data entry
  • Validate information before execution to minimize operational and compliance risks.
  • Proactively identify process gaps and recommend improvements.
• Systems & Records Management
  • Maintain clean, organized operational systems and records.
  • Ensure documentation remains:
    • Searchable
    • Accessible
    • Consistent
    • Audit-ready
  • Improve filing structures and operational workflows to support long-term efficiency.

Qualifications

• 3+ years of experience in:
  • Executive Assistant
  • Administrative Assistant
  • Virtual Assistant
  • Operations Support
  • Executive Operations
• Strong experience with:
  • Google Workspace
  • Slack
  • CRM platforms (Salesforce or similar)
• Excellent written and verbal English communication skills.
• Exceptional attention to detail and organizational skills.
• Ability to work independently with minimal supervision.
• Strong problem-solving abilities and operational judgment.
• High level of professionalism, discretion, and confidentiality.

Requirements

• Experience in:
  • ITAD (IT Asset Disposition)
  • Compliance-heavy industries
  • Operations-focused organizations
• Experience supporting:
  • Founders
  • Executives
  • Leadership teams
• Familiarity with:
  • Audit preparation
  • Compliance workflows
  • Client onboarding
  • Operational tracking systems

Benefits

• High-visibility role supporting leadership and business operations.
• Direct impact on operational quality, compliance, and organizational efficiency.
• Opportunity to improve systems and processes across the business.
• Fully remote work environment with long-term career growth.
• Clear advancement opportunities into:
  • Operations Manager
  • Executive Operations Lead
  • Compliance Coordinator
  • Chief of Staff
  • Administrative Operations Leadership

Interview Process

• Application Review
• Spark Hire Intro Video (3–5 minutes)
• Recruiter Interview
• Client Interview
• Offer & Onboarding

What Happens After You Apply

Right after you apply, you’ll receive an email invitation from Spark Hire to record your Intro Video. This short, self-recorded video is the final step that completes your application and can be recorded whenever it’s convenient for you. Instead of repeating yourself across multiple screening calls, you’ll introduce yourself once, and your video will be shared with the hiring team.

This helps hiring managers evaluate your communication style early, making future interviews more meaningful and reducing unnecessary interview rounds. Don’t overthink it—you can record your video as many times as you’d like before submitting it. Only your final submission will be reviewed.

Please keep an eye on both your inbox and spam folder for your Spark Hire invitation after submitting your application.

Apply Now

If you’re highly organized, detail-oriented, and thrive in structured operational environments where accuracy, compliance, and executive support are critical, we’d love to hear from you. Apply today and help build reliable operations that keep the business running smoothly every day.