Executive Assistant to Founder – Part-Time | Remote

About the Role

At Pavago, one of our clients is seeking a highly organized and proactive Executive Assistant to Founder to support day-to-day operations, communication, scheduling, client coordination, and workflow management.

This role is not passive administrative work. You’ll collaborate closely with the Founder, acting as a critical operational link between leadership, clients, and internal teams—ensuring priorities remain organized, communication flows efficiently, and nothing slips through the cracks.

The ideal candidate excels in a fast-paced startup environment, takes initiative without constant oversight, and leverages modern AI and productivity tools to enhance efficiency.

What You’ll Own

Calendar & Inbox Management

• Manage the Founder’s calendar, scheduling, priorities, and daily coordination.
• Monitor, organize, and professionally respond to emails.
• Identify urgent communications and ensure timely follow-ups.
• Prevent scheduling conflicts and maintain the Founder’s time organization.
• Track and manage important deadlines and commitments.

Meeting Coordination & Follow-Up

• Schedule meetings with clients, vendors, and internal teams.
• Prepare agendas, context, and relevant information ahead of meetings.
• Capture clear meeting notes and key decisions.
• Send post-meeting summaries, action items, and next steps.
• Track commitments and follow up with stakeholders until tasks are completed.

Client Onboarding & Operations

• Coordinate onboarding for new clients.
• Collect required documents, information, and assets.
• Organize onboarding timelines and communication.
• Bridge communication between the Founder, clients, and internal teams.
• Ensure clients receive a professional and responsive onboarding experience.

CRM & Administrative Support

• Maintain accurate records in HubSpot or similar CRM platforms.
• Log communications, activities, notes, and follow-ups consistently.
• Support travel coordination and itinerary management.
• Assist with expense tracking and administrative documentation.
• Coordinate with vendors and external partners as needed.

AI & Workflow Efficiency

• Utilize tools like ChatGPT, Claude, and Perplexity to enhance execution speed.
• Draft and refine emails, summaries, research, and operational documents.
• Use AI to organize information and streamline routine workflows.
• Identify opportunities to automate repetitive administrative processes.

What We’re Looking For

Must-Haves

• Prior experience supporting founders, executives, or senior leadership.
• Experience in a startup, agency, or fast-paced environment.
• Excellent written and verbal English communication.
• Proficiency with Google Workspace and Slack.
• Experience with HubSpot or another CRM.
• Familiarity with Loom, Tella, or similar asynchronous communication tools.
• Intermediate to advanced experience with AI tools for professional workflows.
• Exceptional organization, attention to detail, and follow-through.
• Ability to prioritize independently and work without constant supervision.
• Availability for required PST overlap.

Nice to Have

Experience with tools such as:

• Notion
• Obsidian
• Airtable
• Canva
• Calendly
• SavvyCal
• SignWell

Experience with client onboarding, customer operations, agencies, or small entrepreneurial teams is also beneficial.

What a Typical Day Looks Like

You may:

• Review and prioritize the Founder’s inbox and calendar.
• Coordinate meetings and resolve scheduling conflicts.
• Prepare meeting context and capture action items.
• Follow up with clients and internal stakeholders.
• Update HubSpot and operational records.
• Coordinate onboarding for new clients.
• Draft emails, summaries, and research using AI tools.
• Handle travel, expenses, vendor communication, and other operational needs.

In short: you keep the Founder organized, responsive, and focused while ensuring operational details are handled reliably behind the scenes.

Key Metrics for Success

• Well-organized, conflict-free calendar management.
• Fast and professional inbox and client communication.
• Zero missed critical follow-ups or action items.
• Accurate and consistently maintained CRM records.
• Smooth and timely client onboarding.
• Strong operational organization and documentation.
• High confidence from the Founder in your reliability and execution.

Why This Role Stands Out

• Work directly with a Founder.
• High ownership and visibility despite being part-time.
• Exposure to multiple areas of startup operations.
• Opportunity to use modern AI and productivity tools daily.
• Fully remote environment.
• Meaningful responsibility and direct impact on leadership efficiency.