Senior Executive Assistant (CEO & C-Suite Support) - Remote

Senior Executive Assistant (CEO & C-Suite Support) – Remote

Position Type: Full-Time, Remote

Working Hours: U.S. Business Hours

About the Role

At Pavago , one of our clients is hiring a Senior Executive Assistant to provide high-level strategic and operational support to the CEO and executive leadership team.

This is not a traditional administrative role.

You’ll serve as a trusted partner to senior leadership by managing executive operations, coordinating complex schedules, streamlining communication, and ensuring high-priority initiatives move forward efficiently.

You’ll work closely with executives, internal teams, clients, and external stakeholders to keep operations running smoothly while enabling leadership to focus on strategic growth.

If you’re proactive, resourceful, highly organized, and thrive in fast-paced environments, this role is a strong fit.

What You’ll Own

Executive Calendar & Time Management

Manage complex executive calendars across multiple time zones.

Coordinate internal and external meetings.

Prioritize schedules to maximize executive productivity.

Resolve scheduling conflicts proactively.

Prepare meeting agendas, briefing materials, and executive summaries.

Protect executive focus time while balancing shifting priorities.

Executive Communications

Manage and prioritize executive inboxes and communications.

Screen calls and correspondence on behalf of leadership.

Draft, edit, and proofread

Emails

Reports

Presentations

Executive communications

Serve as a primary point of contact for internal and external stakeholders.

Maintain professionalism, discretion, and confidentiality in all communications.

Travel & Logistics Management

Coordinate domestic and international travel arrangements.

Book flights, accommodations, transportation, and itineraries.

Prepare comprehensive travel plans and briefing documents.

Manage last-minute travel changes and scheduling adjustments.

Track and reconcile travel-related expenses.

Project & Executive Operations Support

Support strategic initiatives and executive projects.

Track deliverables, deadlines, and action items.

Coordinate cross-functional teams and stakeholder communication.

Conduct research and prepare executive summaries.

Assist leadership with operational planning and administrative priorities.

Meeting & Event Coordination

Organize executive meetings, board meetings, off-sites, and company events.

Prepare presentations, reports, and briefing materials.

Record meeting notes and distribute action items.

Coordinate virtual and in-person meeting logistics.

Ensure follow-through on executive priorities and commitments.

Administrative Operations

Maintain confidential records, contracts, and documentation.

Process expense reports, invoicing, and budget tracking.

Organize executive documentation and filing systems.

Improve administrative processes and operational workflows.

Support executive office operations with accuracy and efficiency.

What Success Looks Like

Executive calendars run smoothly with minimal oversight.

Meetings, priorities, and strategic projects remain organized and on schedule.

Leadership receives proactive, timely, and reliable support.

Travel and logistics are coordinated seamlessly.

Confidential information is handled with the highest level of professionalism.

Administrative systems become increasingly efficient and scalable.

What Makes You a Strong Fit

Highly organized with exceptional attention to detail.

Proactive and resourceful with a strong ownership mindset.

Excellent written and verbal English communication skills.

Calm under pressure and capable of managing competing priorities.

Strong problem-solving and decision-making abilities.

Professional, trustworthy, and highly discreet.

Comfortable working independently in a remote environment.

Required Experience & Skills

Experience

5+ years of experience as an

Executive Assistant

Senior Administrative Assistant

Chief of Staff

Executive Operations professional

Proven experience supporting

CEOs

Founders

Presidents

C-Suite executives

Experience managing complex calendars, executive communications, and high-priority projects.

Strong organizational and project management skills.

Excellent written and verbal English communication skills.

High level of professionalism, discretion, and confidentiality.

Ability to manage multiple priorities in fast-paced environments.

Bachelor’s degree in

Business Administration

Communications

Related field

Experience supporting leadership in

Startups

Consulting

Finance

Legal

Technology

High-growth organizations

Experience coordinating domestic and international travel.

Experience preparing executive presentations and reports.

Experience working with board members and senior stakeholders.

Tools & Platforms

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

Google Workspace

Gmail

Calendar

Docs

Sheets

Drive

Project management platforms such as

Asana

Monday.com

Notion

Trello

Video conferencing platforms

Zoom

Microsoft Teams

Google Meet

Expense and travel management tools

What a Typical Day Looks Like

Manage executive calendars and scheduling priorities.

Coordinate meetings across multiple time zones.

Organize executive communications and inbox management.

Prepare presentations, reports, and meeting materials.

Coordinate domestic and international travel.

Track strategic initiatives and follow up on action items.

Support leadership with operational and administrative priorities.

Improve executive support workflows and organizational processes.

In short: You’ll serve as the operational backbone for executive leadership, ensuring priorities stay on track, communication flows seamlessly, and executives can focus on driving the business forward.

Key Metrics for Success (KPIs)

Executive calendar accuracy and scheduling efficiency.

Timely completion of executive priorities and follow-ups.

Quality and responsiveness of executive communications.

Successful coordination of meetings, travel, and logistics.

Administrative process improvements.

Leadership satisfaction and operational reliability.

Accuracy and confidentiality of executive documentation.

Why This Role Stands Out

Trusted partnership with executive leadership.

High visibility across strategic business initiatives.

Opportunity to influence operational excellence at the executive level.

Diverse responsibilities spanning executive support, operations, and project coordination.

Fully remote role with long-term growth opportunities.

Career progression into

Chief of Staff

Executive Operations Manager

Operations Director

Business Operations Lead

Interview Process

Application Review

Spark Hire Intro Video (3–5 minutes)

Client Interview

Offer & Onboarding

What Happens After You Apply

After submitting your application, you’ll receive an email invitation from Spark Hire to record a short 3–5 minute Intro Video . This is the first step in our hiring process and can be completed whenever it’s convenient for you.

Instead of multiple initial screening calls, you’ll have one opportunity to introduce yourself, discuss your experience supporting executives, managing complex calendars, coordinating high-priority projects, handling confidential information, and helping senior leaders stay organized and productive. Your video will be reviewed by the hiring team before moving to the client interview.

You can record your video as many times as you’d like before submitting it—only your final version will be reviewed.