# Executive Assistant

> Pavago · Colombia (Remote) · — · Posted 2026-05-06

**Workplace:** remote

**Department:** Candidate Sourcing

## Description

### **📌 Executive Assistant to Founder (Part-Time | Startup Environment)**

**Part-Time | Remote | U.S. Business Hours (PST Overlap Required)**

### **🚀 About the Role**

We’re hiring a highly organized and proactive **Executive Assistant** to support a Founder with daily operations, communication, scheduling, and workflow management.

This role is ideal for someone who:

-   Thrives in fast-paced startup environments
-   Loves bringing structure and organization to chaos
-   Can manage calendars, inboxes, and follow-ups independently
-   Communicates clearly and professionally
-   Uses AI tools to improve speed and efficiency

You’ll act as a key operational partner between:  
✅ the Founder  
✅ clients  
✅ internal teams

ensuring nothing slips through the cracks.

This is not a passive admin role — it requires ownership, responsiveness, and strong execution.

### **💻 What You’ll Own**

### **Calendar & Inbox Management**

-   Manage the Founder’s:

-   calendar
-   scheduling
-   priorities
-   daily coordination

-   Monitor and respond to emails professionally
-   Prioritize critical communication and follow-ups
-   Ensure schedules stay organized and conflict-free

### **Meeting Coordination**

-   Schedule and coordinate meetings with:

-   clients
-   vendors
-   internal teams

-   Prepare agendas, meeting context, and notes
-   Ensure meetings run smoothly and efficiently

### **Post-Meeting Follow-Ups**

-   Send:

-   meeting summaries
-   action items
-   next steps

-   Track follow-through and accountability across stakeholders
-   Ensure tasks are completed on time

### **Client Onboarding & Operations**

-   Coordinate onboarding for new clients
-   Collect required documents, assets, and information
-   Maintain organized communication throughout onboarding
-   Act as a central coordination point between all parties

### **CRM & Administrative Management**

-   Maintain accurate CRM records in:

-   HubSpot
-   or similar platforms

-   Log communication, activities, and notes consistently
-   Support operational admin tasks including:

-   travel coordination
-   expense tracking
-   vendor communication

### **AI Tools & Workflow Efficiency**

-   Use tools such as:

-   ChatGPT
-   Claude
-   Perplexity

-   Draft emails, summaries, research, and operational documents
-   Improve communication speed and workflow efficiency using AI

### **🔥 What We’re Looking For**

### **Must-Haves**

-   Experience supporting:

-   founders
-   executives
-   leadership teams

-   Startup or fast-paced company experience
-   Strong written English communication skills
-   Proficiency with:

-   Google Workspace
-   Slack
-   HubSpot or CRMs

-   Comfortable with:

-   Loom
-   Tella
-   async communication tools

-   Intermediate to advanced AI tool usage
-   Strong organization and follow-through
-   Ability to work independently without constant oversight

### **⭐ Nice to Have**

-   Experience with:

-   Notion
-   Obsidian
-   Airtable
-   Canva
-   Calendly
-   SavvyCal
-   SignWell

-   Agency or small team environment experience
-   Client onboarding or customer operations experience

### **📅 What a Typical Day Looks Like**

-   Manage and prioritize the Founder’s inbox and calendar
-   Coordinate meetings and client communication
-   Prepare meeting notes and track follow-ups
-   Update HubSpot and operational systems
-   Support onboarding workflows for new clients
-   Draft communication and research using AI tools
-   Handle operational and administrative coordination tasks

**In short:**  
You keep the Founder organized, responsive, and focused while ensuring operations run smoothly behind the scenes.

### **📊 Success Looks Like**

-   Well-organized calendars and inboxes
-   Smooth meeting coordination and follow-ups
-   Accurate and clean CRM management
-   Fast and professional client onboarding
-   Reliable operational execution and communication
-   High trust from leadership and stakeholders

### **🌍 Why This Role Stands Out**

-   Direct collaboration with a Founder
-   High ownership and visibility
-   Exposure to startup operations and workflows
-   Opportunity to use modern AI tools daily
-   Flexible remote environment
-   Fast-moving and highly impactful role

### **🧪 Interview Process**

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

### **👉 Apply Now**

If you:

-   Love organization and operational support
-   Thrive in startup environments
-   Are proactive and highly detail-oriented
-   Enjoy helping leaders stay focused and efficient

This role is a strong fit for you.

## Apply

[Apply at Pavago](https://apply.workable.com/pavago/j/2213A6B057/apply)

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