Job Description

Title: Executive Assistant
Position Type: Full-time
Working Hours: U.S. hours
About Pavago
Pavago is hiring on behalf of one of our clients. We are seeking an experienced Executive Assistant who can manage high-volume communication, keep operations organized, and support business workflows. This role requires a combination of administrative precision, operational oversight, and the ability to handle sensitive information with professionalism.
Responsibilities
Inbox Management (Gmail)

• Monitor a high-volume Gmail inbox and ensure important emails are flagged and prioritized
• Draft responses, manage follow-ups, and handle communication with accuracy
• Gradually take full ownership of inbox communication management

Calendar & Meeting Coordination

• Maintain an organized and up-to-date calendar across multiple priorities
• Schedule meetings, confirm availability, and manage last-minute changes
• Coordinate light travel bookings in collaboration with a travel agent

Document Handling

• Organize, update, and maintain contracts, filings, permits, exemptions, and LLC paperwork
• Track compliance deadlines and ensure documents are properly filed and accessible

Task & Project Tracking (ClickUp)

• Use ClickUp to manage daily tasks, project timelines, and recurring responsibilities
• Monitor progress and provide updates to ensure deliverables are completed on time

Research

• Conduct research on landowners, market trends, and other business-related data
• Summarize findings clearly and provide insights for decision-making

Vendor & Expense Coordination

• Manage vendor communication, track property-related expenses, and process invoices
• Support light operational functions, ensuring financial and vendor records are accurate
• (Bonus) Use systems such as NetSuite or AppFolio for property and expense coordination if experienced

Required Expreince and Skills

• Minimum 3 years of experience as an Executive Assistant, Operations, or Administrative professional
• Background in business or real estate (strongly preferred)
• Proficiency with Gmail and ClickUp (bonus if experienced with NetSuite and AppFolio)
• Excellent English communication skills (written and spoken)
• Strong organizational and time-management skills
• Ability to work independently, manage deadlines, and adapt to shifting priorities

What Makes You a Perfect Fit

• You are proactive, sharp, and resourceful able to "figure it out" without waiting for instructions
• You bring strong discretion and professionalism when handling sensitive information
• You are detail-oriented and capable of balancing multiple priorities simultaneously
• You anticipate needs, take initiative, and solve problems before they escalate
• You bring a business mindset and can see the bigger picture behind tasks
• You are tech-savvy and confident using (or quickly learning) tools like Gmail, ClickUp, NetSuite, and AppFolio

What Does a Typical Day Look Like?
Your day may start with reviewing a high-volume inbox in Gmail, flagging urgent messages, and drafting responses. You will coordinate meetings, update the calendar, and confirm travel details when required. Throughout the day, you'll manage documents such as contracts, permits, and LLC filings, while updating tasks and deadlines in ClickUp. You may also research landowners or market data, prepare findings, and communicate with vendors to coordinate property-related expenses. As you become more integrated into the role, you'll gradually take on higher-level operational tasks, becoming a trusted right hand in managing both administrative and business operations.
Interview Process * Initial Phone Call: Engage in a brief conversation to understand your experience and suitability for the role.

• Video Interview: Delve deeper into your professional background and assess your skills in a 30-minute call.
• Final Interview: Have a comprehensive discussion with our client to ensure mutual alignment.
• Background Checks: Conduct swift verification of your references and past employment details.

Ready To Apply?
If you are an experienced Executive Assistant with strong organizational skills, business acumen, and the ability to manage multiple priorities, we'd love to hear from you.

Skills Required