Administrative Assistant

Executive Assistant (EA) Position Type: Full‑Time, Remote Working Hours: U.S. client business hours (with flexibility for executive schedules, travel, and urgent needs) About the Role Our client is seeking an Executive Assistant to provide high‑level administrative and operational support to senior executives. This role goes beyond basic admin tasks — the EA acts as a gatekeeper, project manager, and trusted partner, ensuring executives are prepared, informed, and able to focus on strategic priorities. Responsibilities Manage complex executive calendars, including internal and external meetings, travel, and events. Anticipate conflicts, prioritize requests, and optimize time usage. Schedule across multiple time zones using Outlook or Google Calendar. Draft, proofread, and send emails or memos on behalf of executives. Screen calls, messages, and requests, escalating only what requires executive attention. Serve as a liaison between executives, employees, clients, and partners. Prepare agendas, talking points, and briefing documents for meetings. Collect and synthesize background materials ahead of meetings. Record minutes, track action items, and ensure follow‑up. Coordinate domestic and international travel (flights, hotels, transportation). Prepare detailed itineraries and handle last‑minute changes. Process reimbursements and expense reports. Assist with research, data gathering, and report preparation. Track progress on executive priorities and initiatives. Maintain organized digital filing systems. Manage document version control and approvals. Support onboarding or off‑boarding of senior staff as needed. Ideal Candidate Highly organized, detail‑oriented, and proactive. Strong communicator with professional polish. Able to anticipate needs and problem‑solve independently. Comfortable working in fast‑paced, high‑pressure environments. Required Experience & Skills (Minimum) 3+ years of experience supporting senior executives. Proficiency with Microsoft Office and Google Workspace. Proficiency with Jobber as a CRM. Experience managing complex calendars and travel itineraries. Excellent written and verbal communication. Ideal Experience & Skills Prior experience in high‑growth startups, professional services, or executive‑level support roles. Familiarity with collaboration tools (Slack, Zoom, Notion, Asana). Experience handling sensitive or confidential information. Background supporting multiple executives simultaneously. Typical Day Review the executive’s calendar and prepare briefing notes for the day. Screen emails and calls, flagging urgent items and drafting responses where appropriate. Coordinate meetings and logistics, ensuring agendas, materials, and follow‑ups are clear. Manage travel plans and expense reports when required. Track executive priorities, following up with team members to ensure deliverables are met. Wrap the day by summarizing outstanding items, updating the calendar, and preparing tomorrow’s agenda. Key Metrics For Success (KPIs) Calendar accuracy and minimized conflicts. Timely communication and follow‑up on executive priorities. High satisfaction from executives and stakeholders. On‑time completion of expense reporting and travel logistics. Reduced administrative burden on executives (measured by time freed). Interview Process Initial Phone Screen Video Interview with Pavago Recruiter Practical Task (e.g., draft an executive briefing memo or manage a sample scheduling scenario) Client Interview with Executives Offer & Background Verification Job Details Seniority Level: Mid‑Senior level Employment Type: Full‑time Job Function: Administrative Industries: Staffing and Recruiting Location: Bogota, D.C., Capital District, Colombia (Remote) Referrals increase your chances of interviewing at Pavago by 2x. Get notified about new Administrative Assistant jobs in Colombia . #J-18808-Ljbffr