Executive Assistant at Pavago in Belize, Belize

Executive Assistant (EA) – Remote | Calendar, Travel & Executive Support

Position Type: Full-Time, Remote Working Hours: U.S. Client Business Hours (Flexibility Required)

About the Role

We’re hiring a high-performing Executive Assistant (EA) to support senior leadership in a fast-paced, high-accountability environment.

This is more than a traditional admin role — you’ll act as a strategic support partner responsible for calendar management, executive communication, travel coordination, meeting preparation, and operational execution.

You’ll help executives stay focused on high-impact priorities while ensuring scheduling, follow-ups, communication, and logistics run smoothly behind the scenes.

If you’re proactive, organized, detail-oriented, and thrive in fast-moving environments — this role is built for you.

What You’ll Do

Calendar & Scheduling Management

• Manage complex executive calendars across multiple time zones • Coordinate meetings, calls, travel, and scheduling priorities • Resolve calendar conflicts and optimize executive time management • Use Google Calendar, Microsoft Outlook, Calendly, and scheduling tools

Executive Communication & Support

• Draft, proofread, and send professional emails and communications • Manage executive inboxes and prioritize important requests • Screen calls, messages, and meeting requests • Act as a liaison between executives, clients, and internal stakeholders

Meeting Preparation & Follow-Up

• Prepare agendas, briefing notes, talking points, and meeting materials • Gather and organize information before meetings • Take notes, track action items, and ensure follow-through • Help executives stay aligned on priorities and deadlines

Travel & Logistics Coordination

• Coordinate domestic and international travel arrangements • Book flights, hotels, transportation, and itineraries • Manage last-minute travel changes and scheduling adjustments • Handle expense tracking and reimbursements

Project & Administrative Support

• Track executive priorities, projects, and ongoing initiatives • Follow up with teams to ensure deadlines and deliverables are met • Conduct research and prepare reports or summaries • Maintain organized digital filing systems and documentation • Handle confidential information with professionalism and discretion

Requirements

• 3+ years of Executive Assistant or senior administrative support experience • Experience supporting executives in fast-paced environments • Strong calendar management and scheduling experience across time zones • Proficiency with Google Workspace and Microsoft Office • Strong written and verbal English communication skills • High attention to detail and organizational ability • Ability to manage confidential information professionally

Nice to Have

• Experience in startups, agencies, consulting firms, or high-growth companies • Familiarity with Slack, Zoom, Notion, Asana, or similar collaboration tools • Experience supporting multiple executives simultaneously • Exposure to operations, project coordination, or business support workflows

What a Typical Day Looks Like

• Review executive calendars and prepare daily briefing notes • Manage inboxes, scheduling requests, and executive communication • Coordinate meetings, agendas, and follow-ups • Handle travel planning and logistics management • Track project updates and ensure priorities move forward • Prepare reports, summaries, and next-day schedules

In short: you ensure executives operate with maximum efficiency, organization, and clarity.

Key Metrics (KPIs)

• Calendar accuracy and scheduling efficiency • Timely communication and follow-up execution • Executive satisfaction and operational support quality • Smooth travel coordination and logistics management • Reduction in scheduling conflicts and administrative delays

Why Join?

• High-visibility role supporting senior leadership directly • Opportunity to work closely with decision-makers and executives • Fast-paced, professional, and growth-oriented environment • Exposure to executive operations and business strategy • Growth opportunities into Operations, Project Management, or Chief of Staff pathways

Interview Process

• Initial Phone Screen • Video Interview with Recruiter • Practical Task (Executive briefing memo or scheduling scenario) • Client Interview • Offer & Background Verification