Executive Operations Assistant

Job Description

Senior Executive Assistant

Location: Remote
Time Zone: US Time Zones
Type: Full-Time

About the Role

Pavago, on behalf of a fast-growing, start up is hiring a highly intelligent, execution-obsessed Executive Assistant / Operations Systems Lead to serve as the Founder’s right hand.

You will operate at the intersection of strategy, operations, communication, and execution. One hour you’ll prepare an executive brief for leadership; the next, you’ll build a task-tracking system, unblock a stalled initiative, or ensure billing workflows are completed on time.

The ideal candidate thrives in structured environments, anticipates needs before they’re spoken, and brings order to fast-moving teams. You don’t wait for direction — you create clarity.

If you love ownership, accountability, and building systems that actually work, this role will stretch you and elevate you quickly.

Core Responsibilities

1. Executive Support (High-Level EA Excellence)

• Own and optimize the Founder’s calendar, inbox, priorities, and follow-ups
• Act as a gatekeeper — ensuring only high-leverage work reaches leadership
• Prepare agendas, executive summaries, and action-item breakdowns
• Coordinate internal and external meetings, clients, vendors, and leadership teams
• Process meeting notes and convert discussions into structured next steps
• Ensure 100% follow-through on commitments

2. Operations & Systems Leadership

• Translate the Founder’s vision into clear priorities and execution plans
• Build and maintain a comprehensive task management system (Kanban or equivalent)
• Evaluate tools and improve workflows as the company scales
• Track company-wide initiatives, KPIs, deadlines, and ownership
• Identify bottlenecks and proactively solve operational gaps
• Create and document SOPs and scalable processes
• Run weekly leadership check-ins and operational reviews
• Hold team members accountable — professionally and respectfully

3. Workflow, Billing & Administrative Operations

• Track time entries and ensure billing data is submitted accurately and on time
• Follow up on missing billing information
• Support month-end operational processes
• Maintain visibility into open items, deadlines, and deliverables
• Ensure no tasks or commitments fall through the cracks

4. Strategic & Analytical Support

• Create dashboards and executive-level reports for decision-making
• Research tools, vendors, hires, and new operational opportunities
• Prepare structured briefs for partnerships and high-stakes meetings
• Help leadership prioritize initiatives based on impact vs. effort

5. Communication & Alignment

• Act as a single source of truth between leadership and teams
• Ensure clarity, alignment, and execution momentum
• Follow up on decisions and confirm implementation
• Represent the Founder internally with professionalism and authority

What We’re Looking For

Must-Haves

• 3–7 years of experience as a Chief of Staff, Senior Executive Assistant, Operations Manager, or Project Manager
• Proven experience supporting founders, attorneys, or senior executives
• Exceptional written and verbal English
• Bilingual (Spanish–English preferred)
• Extremely organized with strong attention to detail
• Strong ownership mindset — you finish what you start
• Comfortable holding others accountable
• High emotional intelligence and discretion
• Experience working in fast-paced, high-growth environments

Tools & Skills

• Project management platforms (ClickUp, Asana, Notion, Monday, Trello, etc.)
• Google Workspace (Docs, Sheets, Slides)
• Outlook and Slack
• Calendar and inbox management at a high level
• Ability to build SOPs, dashboards, and executive briefs
• Bonus: experience with automation tools (Zapier, Make, no-code platforms)
• Bonus: background in tech companies, startups, SaaS, agencies, or legal operations

What Success Looks Like

First 90 Days

• Founder feels significantly less overwhelmed and more focused
• Comprehensive task-tracking system implemented (capturing 100% of action items)
• Clear workflows established for meeting notes → task conversion → follow-through
• Billing and month-end processes running smoothly
• Full visibility into company-wide open items and bottlenecks

Ongoing Success

• Zero dropped balls
• Attorneys/executives no longer chase task updates
• Clear accountability across teams
• Monthly reporting reflects strong completion rates
• Systems are documented, scalable, and transferable
• Leadership operates with clarity, speed, and momentum

Interview Process

1. Initial Zoom Call with Pavago
2. Final Interview with the Founder
3. Verification & Background Check
4. Offer Letter

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