Operations Assistant | Executive Support & Special Projects

Job Description

Operations Assistant – Executive Support & Special Projects (Remote)

Operations | Executive Support | Project Coordination | AI Tools | Special Projects

Position Type: Full-Time, Remote
Location: LATAM & South Africa
Working Hours: U.S. Business Hours

About the Role

At Pavago, one of our clients is hiring an Operations Assistant to support a fast-growing, entrepreneurial healthcare services company by driving operational excellence, executive support, and cross-functional project execution.

This is not a traditional administrative role. You’ll become a trusted extension of the leadership team—owning projects, solving problems, improving processes, and ensuring critical initiatives move forward with minimal supervision.

You’ll work across operations, executive support, reporting, vendor management, marketing coordination, people operations, and special projects. Every day is different, requiring adaptability, resourcefulness, and a strong ownership mindset.

If you enjoy bringing structure to fast-moving environments, learning new skills, and becoming the person everyone relies on to keep the business running smoothly, this role is built for you.

What You’ll Own

Executive & Operations Support

• Support leadership with day-to-day operational priorities and strategic initiatives.
• Manage administrative, operational, and cross-functional coordination tasks.
• Track action items and ensure timely follow-up across departments.
• Coordinate meetings, deliverables, and project timelines.
• Maintain organized documentation and operational records.
• Assist with workflow creation and continuous process improvement.

Project Management & Special Projects

• Own projects from planning through completion.
• Research solutions and independently execute new initiatives.
• Coordinate cross-functional projects involving multiple stakeholders.
• Identify risks and proactively resolve operational roadblocks.
• Ensure projects are delivered accurately and on schedule.

Reporting & Data Management

• Collect, organize, and maintain operational and client data.
• Build spreadsheets, dashboards, and management reports.
• Track KPIs and operational metrics.
• Support leadership with reporting and business insights.
• Maintain accuracy across multiple systems and datasets.

Marketing & Content Support

• Assist with content creation using AI tools and leadership-provided talking points.
• Draft LinkedIn posts and company communications.
• Support newsletter creation and distribution.
• Assist with podcast publishing and content management.
• Create presentations, slide decks, and marketing materials.
• Coordinate conference materials and event preparation.

Vendor & Client Coordination

• Coordinate vendor agreements and documentation.
• Track contracts, approvals, and signatures.
• Support client communication and administrative requests.
• Assist with billing reviews and operational follow-up.
• Ensure outstanding action items are completed promptly.

People Operations & Administrative Support

• Coordinate onboarding activities for new hires.
• Maintain employee records and documentation.
• Track PTO requests and personnel updates.
• Support HR initiatives and internal administrative processes.
• Handle confidential information with professionalism and discretion.

Travel & Logistics

• Coordinate travel arrangements and itineraries.
• Assist with event planning and logistics.
• Manage shipping, deliveries, and operational logistics.
• Support internal team coordination and administrative needs.

Systems & Process Improvement

• Build and improve workflows, SOPs, and operational systems.
• Leverage AI tools to automate repetitive work and improve efficiency.
• Identify opportunities to streamline business operations.
• Document processes for consistency and scalability.

Requirements

Must-Have Qualifications

Experience

• Previous experience in:
• Operations
• Executive Assistance
• Project Coordination
• Administration
• Business Operations
• Experience supporting remote teams or executives.
• Comfortable working in fast-paced, entrepreneurial environments.

Core Skills

• Excellent written and verbal English communication.
• Outstanding organizational and multitasking abilities.
• Strong attention to detail.
• Ability to manage shifting priorities independently.
• Strong problem-solving and critical-thinking skills.
• High level of professionalism and discretion.
• Proficiency with Google Workspace and modern productivity tools.
• Reliable internet connection and dedicated remote workspace.

Nice to Have

• Experience supporting founders or executive leadership.
• Startup or high-growth company experience.
• Project management experience.
• Experience with:
• ChatGPT
• Claude
• Canva
• Marketing coordination experience.
• HR or People Operations experience.
• Experience creating SOPs and operational documentation.
• Strong spreadsheet and reporting skills.

Tools & Technologies

• Google Workspace
• ChatGPT
• Claude
• Canva
• Project Management Platforms
• Google Sheets / Excel
• Internal Communication Platforms

What Makes You a Strong Fit

• Exceptionally organized and dependable.
• Highly responsive with excellent follow-through.
• Comfortable managing multiple priorities simultaneously.
• Resourceful and capable of solving problems independently.
• Quick learner who adapts easily to new systems and tools.
• Calm under pressure and comfortable with ambiguity.
• Strong ownership mindset with outstanding attention to detail.
• Professional, trustworthy, and able to handle confidential information.
• Team-oriented and committed to helping others succeed.

What a Typical Day Looks Like

No two days are exactly the same. You may:

• Support leadership with urgent operational priorities.
• Build reports and monitor business metrics.
• Draft content and company communications.
• Coordinate vendors, contracts, and approvals.
• Assist with onboarding and people operations.
• Manage special projects from start to finish.
• Organize travel and event logistics.
• Create presentations and operational documentation.
• Solve unexpected business challenges as they arise.
• Learn new tools and improve internal processes using AI.

In short: You keep the business organized, efficient, and moving forward by owning projects, solving operational challenges, and ensuring nothing falls through the cracks.

Key Metrics for Success (KPIs)

• Projects completed accurately and on time.
• Fast response times and proactive communication.
• High-quality execution across multiple priorities.
• Improved operational efficiency and workflows.
• Accurate reporting and documentation.
• Strong follow-through on initiatives.
• High internal stakeholder satisfaction.
• Successful management of multiple concurrent projects.

Why This Role Stands Out

• High-trust position working directly with company leadership.
• Significant ownership and autonomy.
• Exposure to operations, executive support, marketing, HR, and special projects.
• Opportunity to rapidly expand your skill set across multiple business functions.
• Fully remote, entrepreneurial work environment.
• Clear career progression into:
• Operations Manager
• Executive Operations Lead
• Chief of Staff
• Business Operations Manager

Interview Process

1. Application Review
2. Spark Hire Intro Video (3–5 minutes)
3. Client Interview
4. 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 a proactive operations professional who enjoys solving problems, supporting leadership, managing projects, and bringing structure to fast-moving environments, we’d love to hear from you. Apply today and become a trusted partner behind the scenes of a growing business.