Admin Executive Assistant at Pavago · San…

Admin Executive Assistant (Operations / Compliance / ITAD) – 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 Admin Executive Assistant to support operations, compliance workflows, client onboarding, and internal coordination within a structured IT Asset Disposition (ITAD) environment.

This is a detail-critical, precision-focused role where operational accuracy matters.

You will act as the operational control layer across:

• Administrative coordination
• Compliance documentation
• Internal communication
• Client onboarding
• Records management
• Workflow tracking

Small mistakes in this environment can create downstream operational and financial risk — which is why this role requires someone highly disciplined, organized, and detail-oriented.

If you:

• Notice inconsistencies immediately
• Thrive in structured environments
• Follow through until tasks are fully complete

This role is a strong fit.

What You’ll Own

Administrative Coordination & Scheduling

• Manage calendars, scheduling, and operational coordination workflows
• Coordinate communication across:
  • Leadership
  • Clients
  • Internal teams
• Anticipate needs and protect leadership bandwidth
• Ensure tasks and follow-ups move forward without delays

Documentation & Compliance Support

• Maintain organized, audit-ready documentation across systems
• Support compliance-sensitive workflows within ITAD operations
• Ensure all records are:
  • Accurate
  • Complete
  • Properly stored
• Work within systems such as:
  • Google Workspace
  • Slack
  • CRM platforms (Salesforce or similar)
• Maintain operational and compliance consistency across documentation

Operational Tracking & Quality Control

• Track:
  • Client onboarding progress
  • Internal operational updates
  • Process and documentation changes
• Identify inconsistencies across:
  • Data
  • Dates
  • Scheduling
  • Documentation
• Validate names, records, numbers, and operational details before execution
• Help prevent operational issues through proactive quality control

Systems & Records Management

• Maintain clean and structured systems across operational tools
• Keep records:
  • Organized
  • Searchable
  • Accessible
  • Consistent
• Ensure long-term documentation reliability and operational accuracy

What Success Looks Like

• Documentation remains audit-ready and error-free
• Operational coordination runs smoothly without missed steps
• Leadership spends less time correcting or following up on tasks
• Client onboarding workflows remain organized and compliant
• Systems stay clean, accurate, and operationally reliable

What Makes You a Strong Fit

• Extremely detail-oriented and process-driven
• Able to catch inconsistencies quickly
• Proactive and ownership-focused
• Comfortable working independently with minimal supervision
• Strong follow-through and operational discipline
• Organized communicator with high professionalism

Requirements (Must-Have)

Experience

• 3+ years in:
  • Executive Assistant roles
  • Administrative Assistant roles
  • Virtual Assistant roles
  • Operations support environments

Core Skills

• Strong experience with:
  • Google Workspace
  • Slack
  • CRM systems (Salesforce or similar)
• Exceptional attention to detail and accuracy
• Strong written and verbal English communication
• Ability to work independently and solve problems proactively
• High level of professionalism and confidentiality

Core Competencies

• Structured and process-oriented mindset
• Strong operational organization
• Clear communication and follow-through
• Problem-solving ability
• Ability to manage multiple priorities accurately

Nice to Have

• Experience in:
  • Compliance-heavy industries
  • ITAD environments
  • Operations-focused businesses
• Experience supporting founders or leadership teams
• Familiarity with audit preparation and compliance workflows
• Exposure to onboarding coordination and operational tracking systems

What a Typical Day Looks Like

• Coordinate schedules and internal workflows
• Maintain audit-ready documentation and records
• Track onboarding progress and operational tasks
• Review records for inconsistencies or missing details
• Support leadership communication and follow-ups
• Organize systems and maintain operational accuracy
• Ensure all workflows remain compliant and fully documented

In short: You ensure operations stay accurate, organized, compliant, and fully under control.

Key Metrics (KPIs)

• 100% audit-ready documentation
• Zero critical operational or documentation errors
• Tasks completed accurately and on time
• Reduced operational issues through proactive checks
• Smooth onboarding and internal coordination
• Leadership confidence in operational reliability

Why This Role Stands Out

• High trust and visibility with leadership
• Direct impact on operational quality and compliance
• Structured, process-driven work environment
• Opportunity to grow into:
  • Operations Manager
  • Compliance Coordinator
  • Executive Operations Lead
• Strong ownership and long-term growth potential

Interview Process

• Initial Screening
• Recruiter Interview
• Client Interview
• Offer & Onboarding

Apply Now

If you:

• Are highly detail-oriented
• Catch mistakes others miss
• Take ownership seriously
• Thrive in structured operational environments

This is a strong opportunity to step into a high-impact operations and executive support role.