Executive Assistant at Pavago in Brazil, BR

Executive Assistant to Founder – Part-Time | Remote

Position Type: Part-Time, Remote Working Hours: U.S. Business Hours — PST overlap required

About the Role

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

This is not a passive administrative role. You’ll work closely with the Founder and act as a key operational link between leadership, clients, and internal teams — making sure priorities stay organized, communication moves quickly, and nothing falls through the cracks.

The ideal candidate thrives in a fast-moving startup environment, takes ownership without constant direction, and knows how to use modern AI and productivity tools to work efficiently.

What You’ll Own

Calendar & Inbox Management

• Manage the Founder’s calendar, scheduling, priorities, and daily coordination.
• Monitor, organize, and respond to emails professionally.
• Identify urgent communication and ensure timely follow-ups.
• Prevent scheduling conflicts and keep the Founder’s time organized.
• Maintain visibility across 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.
• Take clear meeting notes and capture 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.
• Keep onboarding timelines and communication organized.
• Coordinate 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

• Use tools such as ChatGPT, Claude, and Perplexity to improve execution speed.
• Draft and refine emails, summaries, research, and operational documents.
• Use AI to organize information and accelerate routine workflows.
• Identify opportunities to streamline repetitive administrative processes.

What We’re Looking For

Must-Haves

• Previous experience supporting founders, executives, or senior leadership.
• Experience working in a startup, agency, or similarly fast-paced environment.
• Excellent written and verbal English communication.
• Strong proficiency with Google Workspace and Slack.
• Experience using HubSpot or another CRM.
• Comfortable using Loom, Tella, or similar asynchronous communication tools.
• Intermediate to advanced experience using 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 a plus.

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 important 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.

Interview Process

• Initial Phone Screen
• Recruiter Interview
• Client Interview
• Offer & Onboarding

What Happens After You Apply

Right after you apply, you’ll receive an email invitation from Spark Hire to record your Intro Video. This short, self-recorded video completes your application and can be recorded whenever it’s convenient.

Instead of repeating yourself across multiple screening calls, you’ll introduce yourself once, and your video will be shared with the hiring team. You can record your video as many times as you’d like before submitting it — only your final submission will be reviewed.

Please keep an eye on both your inbox and spam folder for your Spark Hire invitation.

Apply Now

If you’re an organized, proactive Executive Assistant who thrives in startup environments, communicates exceptionally well, and knows how to keep a busy Founder focused and efficient, we’d love to hear from you.

Apply today and become the operational partner who keeps priorities, communication, and execution moving forward.

#ExecutiveAssistant #FounderSupport #RemoteJobs #StartupJobs #ExecutiveSupport #HubSpot #Operations #VirtualAssistant #RemoteWork #AIProductivity