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Executive Assistant

Executive Assistant

PavagoSpringfield, MA, US
3 days ago
Job type
  • Full-time
Job description

Executive Assistant (EA)

Our client is seeking an Executive Assistant to provide high-level administrative and operational support to senior executives. This role goes beyond basic admin tasks the EA acts as a gatekeeper, project manager, and trusted partner, ensuring executives are prepared, informed, and able to focus on strategic priorities.

Responsibilities

Calendar & Scheduling :

  • Manage complex executive calendars, including internal / external meetings, travel, and events.
  • Anticipate conflicts, prioritize requests, and optimize time usage.
  • Schedule across multiple time zones using Outlook or Google Calendar.

Communication & Correspondence :

  • Draft, proofread, and send emails or memos on behalf of executives.
  • Screen calls, messages, and requests, escalating only what requires executive attention.
  • Serve as a liaison between executives, employees, clients, and partners.

    • Meeting Preparation & Follow-Up :

  • Prepare agendas, talking points, and briefing documents.
  • Collect and synthesize background materials ahead of meetings.
  • Record minutes, track action items, and ensure follow-up.

    • Travel & Logistics :

  • Coordinate domestic and international travel (flights, hotels, transportation).
  • Prepare detailed itineraries and handle last-minute changes.
  • Process reimbursements and expense reports.

    • Project Support :

  • Assist with research, data gathering, and report preparation.
  • Track progress on executive priorities and initiatives.
  • Manage confidential information with discretion.

    • Administrative Operations :

  • Maintain organized digital filing systems.
  • Manage document version control and approvals.
  • Support onboarding or offboarding of senior staff as needed.

    • What Makes You a Perfect Fit :

  • Highly organized, detail-oriented, and proactive.
  • Strong communicator with professional polish.
  • Able to anticipate needs and problem-solve independently.
  • Comfortable working in fast-paced, high-pressure environments.

    • Required Experience & Skills (Minimum) :

  • 3+ years of experience supporting senior executives.
  • Proficiency with Microsoft Office and Google Workspace.
  • Experience managing complex calendars and travel itineraries.
  • Excellent written and verbal communication.

    • Ideal Experience & Skills :

  • Prior experience in high-growth startups, professional services, or executive-level support roles.
  • Familiarity with collaboration tools (Slack, Zoom, Notion, Asana).
  • Experience handling sensitive or confidential information.
  • Background supporting multiple executives simultaneously.

    • What Does a Typical Day Look Like?

  • Begin by reviewing the executive's calendar and preparing briefing notes for the day.
  • Screen emails and calls, flagging urgent items and drafting responses where appropriate.
  • Coordinate meetings and logistics, ensuring agendas, materials, and follow-ups are clear.
  • Manage travel plans and expense reports when required.
  • Track executive priorities, following up with team members to ensure deliverables are met.
  • Wrap the day by summarizing outstanding items, updating the calendar, and preparing tomorrow's agenda.

    • In essence : you are the executive's right hand, ensuring they operate at maximum efficiency and effectiveness.

    Key Metrics for Success (KPIs) :

  • Calendar accuracy and minimized conflicts.
  • Timely communication and follow-up on executive priorities.
  • High satisfaction from executives and stakeholders.
  • On-time completion of expense reporting and travel logistics.
  • Reduced administrative burden on executives (measured by time freed).

    • Interview Process :

  • Initial Phone Screen
  • Video Interview with Pavago Recruiter
  • Practical Task (e.g., draft an executive briefing memo or manage a sample scheduling scenario)
  • Client Interview with Executives
  • Offer & Background Verification
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