# Executive Assistant (Operations & Client Coordination)

**Company:** [Pavago](http://jobs.workable.com/companies/oLah2TugS95w5whXCdpTG3.md)
**Location:** Remote
**Workplace:** remote
**Department:** Candidate Sourcing

[Apply for this job](http://jobs.workable.com/view/a27cb5d6-dfd0-46e9-9ab1-02b165b687a0)

## Description

### Job Title: Executive Assistant (Operations & Client Coordination)

**Position Type:** Full-Time, Remote

**Working Hours:** U.S. Business Hours

### About the Role:

We are seeking a highly organized and proactive Executive Assistant (Operations & Client Coordination) to support daily operations and client coordination for a fast-growing business in the automotive space.

This role goes beyond basic administrative support—you will act as a key operational partner to the founder, managing client communication, coordinating with contractors, and ensuring smooth execution across multiple workflows. The ideal candidate is detail-oriented, resourceful, and comfortable working in a fast-paced environment with shifting priorities.

### Responsibilities:

### Client Management

-   Manage inbound client inquiries and prioritize urgent requests.
-   Draft and send professional client communications, including updates and summaries.
-   Ensure timely follow-ups and maintain a high-quality client experience.

### Contractor Coordination

-   Coordinate with freelance contractors on active projects and deals.
-   Track progress and ensure timelines and deliverables are met.
-   Maintain clear communication between all stakeholders.

### CRM & Administrative Management

-   Maintain and organize CRM systems, **specifically GoHighLevel (GHL)**.
-   Ensure accurate and up-to-date client and deal records.
-   Support onboarding by collecting and organizing client information.

### Communication & Scheduling

-   Manage calendar scheduling, meetings, and daily priorities using **Google Calendar and Gmail**.
-   Prepare materials and context for client or partner calls.
-   Support daily check-ins to ensure alignment on priorities.

### Research & Reporting

-   Conduct light research including market comparisons, inventory checks, and basic data gathering.
-   Support decision-making by organizing and presenting relevant information.

### What Makes You a Perfect Fit:

-   Highly organized with strong attention to detail.
-   Proactive and able to work independently with minimal supervision.
-   Comfortable managing multiple workflows in a fast-paced environment.
-   Strong communicator who can represent the business professionally.
-   Reliable and responsive during U.S. working hours.

### Required Experience & Skills (Minimum):

-   2+ years of experience supporting a founder, executive, or small business owner.
-   Strong hands-on experience with **GoHighLevel (GHL)**.
-   **Proficiency in Google Workspace (G Suite), including Gmail, Google Calendar, Docs, and Drive — this is a must-have.**
-   Experience managing client communication and follow-ups.
-   Strong organizational and multitasking abilities.
-   Excellent written and verbal English communication skills.
-   Ability to work independently and manage shifting priorities effectively.
-   Reliable internet connection and professional remote work setup.

### Tools & Systems:

### Must-Have Tools (Non-Negotiable)

-   **GoHighLevel (GHL)**
-   **Google Workspace (G Suite): Gmail, Google Calendar, Google Docs, Google Drive**

### Nice-to-Have Tools

-   Gamma (or similar presentation tools)
-   Slide creation tools (Google Slides, PowerPoint, etc.)
-   Notebook LM or similar tools for organization and research

### What Does a Typical Day Look Like?

An Executive Assistant’s day is focused on keeping operations organized and ensuring smooth communication across the business. You will:

-   Manage client inquiries and follow-ups.
-   Coordinate with contractors and track progress.
-   Maintain CRM records and ensure data accuracy.
-   Schedule meetings and support daily planning.
-   Conduct research and organize key information.

**In essence:** you are the operational backbone, ensuring nothing falls through the cracks while supporting both clients and internal workflows.

### Key Metrics for Success (KPIs)

-   Responsiveness and quality of client communication.
-   Accuracy and organization of CRM and deal tracking.
-   Timely coordination and follow-through on tasks.
-   Efficiency in managing schedules and priorities.
-   Overall operational reliability and support to the founder.

### Interview Process:

-   Initial Phone Screen
-   Video Interview with Recruiter
-   Client Interview
-   Offer & Onboarding

#LI-AG1