Executive Assistant - Mexico

Executive Assistant – Operations Support | Remote Position Type: Full-Time, Remote Working Hours: U.S. Business Hours About the Role At Pavago, one of our clients is hiring a highly organized and proactive Executive Assistant – Operations Support to support leadership while keeping day-to-day business operations organized, efficient, and moving forward. This is more than a traditional administrative role. You’ll serve as an operational backbone for leadership , taking ownership of calendar management, scheduling, follow-ups, onboarding coordination, documentation, internal communication, and workflow organization. The ideal candidate anticipates needs, follows through without repeated reminders, and creates structure in a fast-moving environment. If you have experience in executive support, operations coordination, calendar management, onboarding, or administrative operations and are known for making sure nothing falls through the cracks, this role is a strong fit. What You’ll Own Executive & Administrative Support • Manage leadership calendars, scheduling, and meetings • Coordinate appointments and priorities across U.S. business hours • Support leadership with day-to-day administrative and operational requests • Prepare meeting information, reminders, and follow-ups • Track leadership commitments and outstanding action items • Anticipate scheduling conflicts and operational needs before they become issues • Help leadership stay focused on the highest-priority work Operations & Workflow Coordination • Track ongoing: • Tasks • Requests • Deadlines • Follow-ups • Operational workflows Coordinate across internal teams to keep work movingProactively follow up on outstanding action itemsMaintain visibility into active priorities and next stepsIdentify bottlenecks, inconsistencies, and missed detailsEscalate issues when they could create operational delaysSupport process improvements that make workflows more efficient Onboarding Support • Coordinate onboarding workflows and required next steps • Track onboarding progress and outstanding items • Communicate with relevant teams, clients, and stakeholders • Maintain accurate onboarding records and documentation • Follow up on missing information or incomplete steps • Ensure onboarding activities remain organized and on schedule • Help create a smooth and professional onboarding experience Documentation & Systems Management • Maintain clean and accurate records across company systems • Organize digital files, shared folders, and internal documentation • Keep information structured, accessible, and up to date • Maintain operational trackers and administrative records • Work regularly within: • Google Workspace • Slack • CRM systems • Online collaboration and operational tools Support the creation and maintenance of SOPs and process documentation when needed Communication & Follow-Through • Coordinate communication between: • Leadership • Internal teams • Clients • Other stakeholders Draft clear and professional emails and updatesTrack commitments and ensure follow-ups happen on timeMaintain strong visibility into outstanding tasks and prioritiesEnsure relevant stakeholders receive timely updatesClose communication gaps before they slow down execution Requirements • 3+ years of experience as an: • Executive Assistant • Administrative Assistant • Operations Coordinator • Virtual Assistant • Similar executive or operations support professional Experience directly supporting executives, leadership teams, or operational workflowsStrong calendar and scheduling management experienceExcellent written and verbal English communication skillsStrong documentation and administrative coordination skillsProficiency with: • Google Workspace • Slack • CRM systems • Online collaboration tools Excellent time management and prioritization skillsStrong attention to detail and organizationAbility to manage multiple priorities simultaneouslyStrong problem-solving and follow-throughAbility to work independently in a remote environmentAvailability during U.S. business hours Nice to Have • Experience coordinating client or employee onboarding • Startup or high-growth company experience • Experience creating or maintaining: • SOPs • Process documentation • Workflow trackers Experience improving administrative or operational processesExperience supporting multiple departments or stakeholders Tools & Technology Google Workspace | Gmail | Google Calendar | Google Drive | Google Docs | Google Sheets | Slack | CRM Systems | Online Collaboration & Workflow Tools What Makes You a Strong Fit You’ll likely thrive in this role if you: • Are exceptionally organized and detail-oriented • Naturally follow through without needing repeated reminders • Anticipate needs instead of waiting for instructions • Communicate clearly and professionally • Can manage multiple priorities without losing accuracy • Enjoy bringing structure to fast-moving environments • Notice inconsistencies and missing details quickly • Are comfortable working independently with minimal supervision • Take ownership of tasks through completion • Understand how to protect leadership’s time and attention • Enjoy improving systems rather than simply maintaining them What a Typical Day Looks Like Your day may start by reviewing leadership calendars, upcoming meetings, outstanding action items, and the highest-priority operational tasks. Throughout the day, you could schedule meetings, follow up with stakeholders, track onboarding progress, update CRM records and operational trackers, organize documentation, and coordinate with clients and internal teams. You’ll also keep an eye on upcoming deadlines and potential bottlenecks while supporting leadership with new administrative and operational requests as they arise. Where you notice inefficient or unclear workflows, you’ll help bring more structure and consistency to the process. In short: you keep leadership organized, workflows moving, documentation accurate, and operational details under control. Key Metrics for Success • Administrative and operational tasks completed accurately and on time • Minimal scheduling conflicts or missed follow-ups • Smooth and timely onboarding coordination • Clean, accurate, and organized documentation • High completion rate for outstanding action items • Strong visibility across active workflows and priorities • Reduced operational delays and coordination gaps • Timely stakeholder communication • High leadership confidence in your reliability and execution Why This Role Stands Out • Work directly with leadership in a growing business • High ownership and autonomy • Exposure to both executive support and business operations • Opportunity to improve processes rather than simply maintain them • Broad involvement across teams, workflows, and stakeholders • Fully remote working environment • Long-term growth opportunities into: • Senior Executive Assistant • Executive Operations • Operations Coordinator • Operations Manager • Chief of Staff Support Roles Interview Process • Initial Application • Spark Hire One-Way Video Interview • Video Interview with Pavago Recruiter • Client Interview • Offer & Onboarding Spark Hire Video Interview – Required As part of the application process, all candidates are required to complete a one-way video interview through Spark Hire . After completing the first step of your application, you’ll receive a Spark Hire invitation by email with instructions to record and submit your video responses. Completion of the Spark Hire video is required to be considered for the next stage . Please check your inbox as well as your spam or junk folder for the invitation. Apply Now If you’re an experienced Executive Assistant, Virtual Assistant, or Operations Coordinator who excels at scheduling, organization, follow-through, onboarding, and keeping fast-moving operations under control, we’d love to hear from