Executive Assistant (Operations, Client Coordination & CRM Management) – Remote | U.S. Hours
Position Type: Full-Time, Remote
Working Hours: U.S. Business Hours
About the Role
At Pavago, one of our clients is hiring an Executive Assistant (Operations & Client Coordination) to support daily operations, client communication, CRM management, scheduling, and workflow coordination within a fast-growing automotive business.
This is not a basic administrative role.
You’ll act as a key operational partner to the founder by helping manage:
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client communication
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contractor coordination
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CRM organization
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scheduling and operational workflows
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follow-ups and execution tracking
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day-to-day operational support
This role is ideal for someone who is:
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highly organized
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proactive
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detail-oriented
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execution-focused
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comfortable managing multiple moving parts simultaneously
If you thrive in fast-paced operational environments and enjoy keeping projects, communication, and workflows organized — this role is a strong fit.
What You’ll OwnClient Communication & Coordination-
Manage inbound client inquiries and prioritize urgent requests
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Draft and send professional client updates, summaries, and follow-ups
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Maintain strong communication and responsiveness throughout active projects
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Track ongoing conversations and maintain organized communication workflows
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Ensure a high-quality client experience across all touchpoints
Contractor & Project Coordination-
Coordinate with freelance contractors and vendors on active projects
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Track deliverables, deadlines, and project progress
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Maintain communication between:
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contractors
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clients
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leadership
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Ensure tasks and timelines remain organized and on schedule
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Escalate delays or operational issues proactively
CRM & Administrative Operations-
Manage and maintain CRM records inside GoHighLevel (GHL)
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Keep:
- client records
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pipelines
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workflows
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notes
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follow-ups
organized and accurate
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Support onboarding workflows and operational setup processes
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Ensure CRM hygiene and operational consistency across systems
Scheduling & Executive Support-
Manage calendars, scheduling, and meeting coordination using:
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Google Calendar
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Gmail
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Google Workspace
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Coordinate meetings and operational priorities for leadership
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Prepare context, notes, and materials ahead of meetings or calls
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Help maintain daily operational alignment and follow-through
Research & Reporting Support-
Conduct operational and market research including:
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vendor research
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inventory checks
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market comparisons
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operational data gathering
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Organize findings into actionable summaries and reports
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Support leadership with operational decision-making and execution support
What Success Looks Like-
Client communication remains fast, professional, and organized
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CRM records and workflows stay clean and accurate
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Projects and contractor deliverables stay on track
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Scheduling and operational coordination run smoothly
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Leadership spends less time chasing follow-ups and operational details
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Daily operations remain organized, responsive, and execution-focused
What Makes You a Strong Fit-
Highly organized with strong attention to detail
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Proactive and ownership-focused
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Strong multitasking and operational coordination ability
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Excellent communicator with professional client-facing skills
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Comfortable working independently in a remote environment
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Strong follow-through and execution discipline
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Calm under pressure while managing shifting priorities
✅ Must-Have RequirementsExperience-
2+ years of experience supporting:
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founders
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executives
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operations teams
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small business owners
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Experience in:
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executive assistance
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operations coordination
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administrative support
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client communication
Technical Skills-
Strong hands-on experience with:
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GoHighLevel (GHL)
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Google Workspace
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Gmail
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Google Calendar
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Google Drive
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Google Docs
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Experience managing CRM workflows and operational tracking systems
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Strong organizational and workflow management skills
Communication & Execution-
Excellent written and verbal English communication skills
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Strong attention to detail and operational accuracy
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Ability to manage priorities independently without constant oversight
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Reliable remote work setup and stable internet connection
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Experience in:
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automotive industry operations
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client coordination
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service-based businesses
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Familiarity with:
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Gamma
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Google Slides
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PowerPoint
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Notebook LM
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presentation and research tools
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Experience supporting founders in fast-paced businesses
What a Typical Day Looks Like-
Respond to client inquiries and coordinate follow-ups
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Update and maintain CRM records in GoHighLevel
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Coordinate contractors and track active project timelines
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Manage scheduling, meetings, and operational calendars
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Conduct operational research and organize key information
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Support leadership with daily priorities and workflow tracking
In short:
You keep operations organized, communication flowing, and projects moving forward efficiently.
Key Metrics for Success (KPIs)-
Responsiveness and professionalism in client communication
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CRM accuracy and organization
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Timely follow-through on tasks and operational requests
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Scheduling efficiency and calendar management
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Contractor coordination and deadline adherence
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Reduction in operational bottlenecks
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Leadership satisfaction and operational reliability
Why This Role Stands Out-
High ownership and visibility with leadership
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Opportunity to work closely with a founder in a fast-growing business
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Exposure to:
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CRM systems
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operations management
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workflow coordination
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client operations
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contractor management
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Clear growth path into:
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Operations Manager
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Executive Operations Lead
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Client Success Manager
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Operations Coordinator
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Fully remote role with strong long-term growth potential
Interview Process-
Initial Phone Screen
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Video Interview with Recruiter
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Client Interview
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Offer & Onboarding
Apply Now
If you:
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thrive in fast-moving operational environments
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enjoy organization, communication, and execution
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love supporting leadership and coordinating moving parts
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want a high-impact role with strong ownership and visibility
this is a strong opportunity to grow within operations and executive support.
