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

1. Initial Phone Screen
2. Spark Hire Intro Video
3. Video Interview with Pavago Recruiter
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