Admin Executive Assistant – Operations, Compliance & ITAD

About the Role

At Pavago, one of our clients is hiring a highly organized Admin Executive Assistant to support administrative operations, compliance workflows, client onboarding, documentation, and internal coordination within an IT Asset Disposition (ITAD) environment.

This is more than a traditional administrative role. You’ll serve as an important operational control layer, making sure information is accurate, documentation is complete, follow-ups happen on time, and critical details don’t get missed.

Because the business operates in a compliance-sensitive environment, precision and attention to detail are essential.

If you’re someone who catches inconsistencies others miss, enjoys creating order, and follows tasks through to completion, this could be an excellent fit.

What You’ll Own

Executive & Administrative Support

• Manage calendars, meetings, scheduling, and day-to-day administrative coordination.
• Support leadership with priorities, communication, and follow-ups.
• Coordinate across clients, leadership, and internal teams.
• Anticipate scheduling conflicts and operational needs before they become problems.
• Help protect leadership bandwidth by keeping workflows organized.

Compliance & Documentation Support

• Maintain accurate, complete, and audit-ready documentation.
• Support compliance-sensitive processes within ITAD operations.
• Review documentation for missing, inconsistent, or incorrect information.
• Ensure records are properly organized, stored, and accessible.
• Maintain documentation standards across operational systems.

Client Onboarding & Operational Tracking

• Track client onboarding from initiation through completion.
• Ensure required information and documentation are collected.
• Monitor outstanding tasks, follow-ups, and internal dependencies.
• Maintain clear visibility into onboarding status.
• Escalate missing information or potential delays proactively.

Quality Control & Accuracy

• Review names, dates, numbers, schedules, records, and documentation before execution.
• Identify inconsistencies across systems and workflows.
• Catch potential errors before they create operational or financial issues.
• Track process and documentation changes accurately.
• Maintain strong quality-control standards across daily operations.

Systems & Records Management

• Maintain organized records across tools such as:
• Google Workspace
• Slack
• Salesforce or similar CRM platforms
• Keep systems clean, searchable, and up to date.
• Maintain consistent naming and documentation practices.
• Ensure important information can be retrieved quickly when needed.

Required Experience & Skills

• 3+ years of experience in Executive Assistant, Administrative Assistant, Virtual Assistant, or Operations Support roles.
• Strong experience with Google Workspace.
• Experience using Slack.
• Experience with Salesforce or similar CRM systems.
• Exceptional attention to detail and accuracy.
• Strong written and verbal English communication.
• Ability to manage multiple priorities without sacrificing accuracy.
• Strong follow-through and organizational discipline.
• Ability to work independently and solve problems proactively.
• High level of professionalism and confidentiality.

Nice to Have

• Experience in IT Asset Disposition (ITAD).
• Experience in compliance-heavy or highly regulated environments.
• Familiarity with audit preparation and compliance documentation.
• Experience supporting founders, executives, or leadership teams.
• Client onboarding experience.
• Operational tracking and workflow management experience.

What Makes You a Strong Fit

You’ll likely succeed in this role if you:

• Notice small inconsistencies quickly.
• Naturally double-check important information.
• Prefer structured, organized systems.
• Take ownership instead of waiting to be reminded.
• Follow tasks through until they are completely resolved.
• Communicate clearly and professionally.
• Can handle confidential information responsibly.
• Stay organized while managing multiple priorities.

What a Typical Day Looks Like

Your day may include:

• Coordinating leadership calendars and meetings.
• Reviewing documentation for missing or incorrect information.
• Tracking client onboarding progress.
• Following up on outstanding operational tasks.
• Updating CRM records and internal systems.
• Organizing compliance documentation.
• Coordinating communication between clients and internal teams.
• Checking dates, names, records, and other operational details for accuracy.
• Flagging risks or inconsistencies before they create problems.

In short: you ensure the administrative and operational side of the business stays accurate, organized, compliant, and under control.

What Success Looks Like

• Documentation remains accurate and audit-ready.
• Client onboarding moves forward without missed steps.
• Calendars and operational workflows remain organized.
• Critical errors are caught before execution.
• CRM and internal records remain clean and current.
• Leadership spends less time chasing follow-ups or correcting mistakes.
• Operational processes remain consistent and reliable.

Key Performance Indicators

• Accuracy and completeness of documentation.
• Zero critical operational or documentation errors.
• On-time completion of assigned tasks and follow-ups.
• Smooth and timely client onboarding.
• CRM and records accuracy.
• Reduction in preventable operational issues.
• Leadership confidence in administrative and operational execution.

Why This Role Stands Out

• High-trust role working closely with leadership.
• Direct impact on operational accuracy and compliance.
• Exposure to structured ITAD and compliance workflows.
• Strong ownership over administrative and operational processes.
• Opportunity to grow into roles such as:
• Operations Manager
• Compliance Coordinator
• Executive Operations Lead