# Executive Assistant

> Pavago · South Africa (Remote) · — · Posted 2026-08-05

**Workplace:** remote

**Department:** Candidate Sourcing

## Description

### Executive Assistant

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

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

### About the Role

At Pavago, we are hiring for one of our clients seeking a highly organized, proactive, and discreet Executive Assistant to provide dedicated support to two senior leaders. This role is centered around managing executive communications, calendars, administrative operations, and day-to-day coordination, allowing leadership to focus on strategic priorities.

The ideal candidate is an exceptional communicator, thrives in a fast-paced environment, and is comfortable acting as a trusted representative for leadership. Since this role involves handling confidential information and receiving real-time task delegation by phone, professionalism, responsiveness, and discretion are essential.

### Responsibilities

### Executive Inbox & Communication Management

-   Manage executive inboxes using Microsoft Outlook by prioritizing emails, drafting responses, and organizing communications.
-   Monitor incoming correspondence to ensure timely responses and follow-ups.
-   Draft professional communications on behalf of leadership while maintaining confidentiality.
-   Act as the communication liaison between executives, internal teams, clients, and external stakeholders.

### Calendar & Meeting Coordination

-   Manage complex executive calendars, including scheduling, rescheduling, and confirming meetings across multiple time zones.
-   Proactively resolve scheduling conflicts and protect executives' time.
-   Coordinate Zoom and Microsoft Teams meetings, including invitations and meeting logistics.
-   Ensure leadership is fully prepared for upcoming meetings and commitments.

### Executive Support & Task Management

-   Remain available by phone throughout the 9:00 AM–5:00 PM CST workday to receive real-time task delegation.
-   Accurately capture verbal instructions, convert them into actionable tasks, and ensure timely completion.
-   Track priorities, deadlines, and follow-ups without requiring constant supervision.
-   Confirm completion of delegated tasks promptly and proactively.

### Administrative Operations

-   Coordinate domestic and international travel arrangements.
-   Prepare meeting agendas, record meeting notes, and track action items.
-   Organize files, documentation, and business records.
-   Assist with research, reporting, and special projects as assigned.
-   Coordinate vendor communications and administrative workflows.

### CRM & Operations Support

-   Maintain accurate records and activities within Salesforce CRM.
-   Track ongoing projects, deadlines, and executive priorities.
-   Follow up on outstanding tasks and ensure operational activities continue moving forward.

### Client & Stakeholder Coordination

-   Communicate professionally with clients, vendors, and external partners via email, phone, and virtual meetings.
-   Serve as a trusted point of contact on behalf of leadership.
-   Represent the company with professionalism, responsiveness, and discretion.

### What Makes You a Perfect Fit

-   You are highly organized and naturally stay ahead of deadlines and priorities.
-   You communicate confidently and professionally with executives, clients, and stakeholders.
-   You thrive in fast-paced environments and can manage multiple responsibilities independently.
-   You exercise exceptional discretion when handling sensitive and confidential information.
-   You are proactive, responsive, and take ownership of tasks from start to finish.

### Required Experience & Skills

### Must-Haves

-   3+ years of experience as an Executive Assistant, Administrative Assistant, or similar executive support role.
-   Proven experience managing executive inboxes and complex calendars.
-   Exceptional written and verbal English communication skills.
-   Proven ability to handle confidential and sensitive information with complete discretion.
-   Availability to remain reachable by phone throughout 9:00 AM–5:00 PM CST.
-   Fast and accurate typing skills for documenting verbal instructions and real-time task management.
-   Strong organizational and multitasking abilities with excellent attention to detail.
-   Experience interacting professionally with clients and external stakeholders.
-   Proficiency with Microsoft Outlook, Microsoft Office 365, Zoom, Microsoft Teams, and Salesforce CRM.

### Typical Day

-   Managing executive inboxes and prioritizing daily communications.
-   Coordinating calendars, meetings, and scheduling across multiple time zones.
-   Receiving phone-based task delegation and executing requests promptly.
-   Updating Salesforce records and tracking ongoing projects.
-   Preparing meeting agendas, documenting action items, and following up on outstanding tasks.
-   Coordinating travel arrangements and supporting day-to-day executive operations.

### Interview Process

-   Initial screening with Pavago.
-   Client interview.
-   Final selection and onboarding.

#LI-AG1

## Apply

[Apply at Pavago](https://apply.workable.com/pavago/j/01ADCFCDA7/apply)

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