Executive Assistant (Operations & Client Coordination)

Executive Assistant – Operations & Client Coordination | GoHighLevel (GHL) | Remote At Pavago, one of our clients is hiring a highly organized and proactive Executive Assistant to serve as the operational right hand to a founder in the automotive industry. This is not a traditional administrative role. You'll take ownership of client communication, contractor coordination, CRM management, scheduling, research, and day-to-day operational execution. The goal is simple: keep the business organized, keep priorities moving, and make sure nothing falls through the cracks. If you're experienced with GoHighLevel (GHL), comfortable supporting a founder, and naturally take ownership without constant direction, this role is a strong fit. Client Communication & Follow-Up Manage incoming client inquiries and identify urgent priorities Draft and send professional emails, updates, and summaries Maintain consistent follow-up with clients Track outstanding requests through resolution Ensure clients receive timely, professional communication Help maintain a smooth and high-quality client experience Contractor & Project Coordination Coordinate freelance contractors across active projects and deals. You'll: Track assignments, deadlines, and deliverables Follow up on outstanding work Keep stakeholders updated on progress Identify potential delays early Ensure tasks are completed without requiring constant founder involvement GoHighLevel (GHL) & CRM Management Take ownership of GoHighLevel and maintain accurate visibility across clients, deals, and workflows. Responsibilities include: Updating client and deal records Maintaining pipeline accuracy Organizing client information during onboarding Tracking follow-ups and next steps Keeping CRM data clean and structured Ensuring active opportunities and tasks remain visible Hands-on GoHighLevel experience is required for this role. Calendar, Email & Daily Execution Manage day-to-day scheduling and coordination using: Google Calendar Gmail Google Docs Google Drive You'll: Schedule and coordinate meetings Organize daily priorities Prepare context and materials before calls Track action items and next steps Support daily check-ins and execution Resolve scheduling conflicts proactively Research & Reporting Conduct light operational and market research, including: Market comparisons Inventory checks Data gathering Competitor or business research Turn findings into clear, structured summaries that help leadership make faster decisions. What Success Looks Like Clients receive fast and professional responses No important follow-ups or tasks are missed GoHighLevel remains clean, accurate, and organized Contractors meet deadlines and stay aligned Meetings and priorities are coordinated efficiently Leadership has clear visibility into active work The founder spends less time managing routine execution What Makes You a Strong Fit You are: Highly organized and detail-oriented Proactive rather than instruction-dependent Comfortable juggling multiple priorities Strong at following through and closing loops Professional and confident in client communication Reliable and responsive during U.S. business hours Calm when priorities change quickly Comfortable working directly with a founder Able to operate independently with minimal supervision Required Experience & Skills Must-Have Experience 2+ years of experience supporting a: Founder Executive Small business owner Experience managing client communication and follow-ups Experience coordinating multiple operational workflows Strong hands-on GoHighLevel (GHL) experience — non-negotiable Tools & Skills Proficiency with: GoHighLevel (GHL) Gmail Google Calendar Google Docs Google Drive Additionally: Excellent written and verbal English Strong calendar and scheduling skills Excellent organization and attention to detail Ability to manage shifting priorities Ability to work independently in a remote environment Reliable high-speed internet and professional remote workspace Nice to Have Experience with: Gamma Google Slides PowerPoint NotebookLM or similar research tools Startup or entrepreneurial environments Automotive businesses Operations-heavy companies Contractor or freelancer coordination What a Typical Day Looks Like You might: Review client messages and prioritize urgent requests Respond to emails and manage follow-ups Check contractor progress and outstanding deliverables Update GoHighLevel pipelines and client records Coordinate meetings and manage the founder's calendar Prepare information and context for upcoming calls Conduct market, inventory, or competitor research Organize findings and operational updates Track action items through completion In short: You keep communication clear, systems organized, contractors aligned, and daily operations moving so the founder can stay focused on growing the business. Key Metrics for Success Client response time and communication quality GoHighLevel CRM accuracy Follow-up completion rate On-time task and project completion Contractor coordination and accountability Scheduling accuracy and efficiency Operational organization Reduction in routine founder involvement Why This Role Stands Out Work directly with a founder High ownership over daily business operations Direct exposure to client and operational workflows Opportunity to become a trusted operational partner Hands-on experience with GoHighLevel and modern business systems Fully remote working environment Potential growth into: Senior Executive Assistant Operations Coordinator Operations Manager Chief of Staff Interview Process Initial Phone Screen Spark Hire Intro Video Video Interview with Pavago Recruiter Pavago