Executive Assistant (Operations & Client Coordination)

Pavago is seeking a highly organized and proactive Executive Assistant to support a founder in the automotive industry. This full-time remote role requires working U.S. business hours and is focused on operational execution rather than traditional administrative tasks. The ideal candidate will take ownership of client communication, contractor coordination, CRM management using GoHighLevel (GHL), scheduling, research, and daily priorities to ensure the business runs smoothly and efficiently. Experience working directly with founders or executives and strong hands-on expertise with GoHighLevel are essential for success in this position.

Key Responsibilities

- Client Communication & Follow-Up: Manage incoming client inquiries, prioritize urgent matters, draft professional emails and updates, maintain consistent follow-up, and track outstanding requests to resolution. Ensure clients receive timely and high-quality communication to maintain a smooth client experience.

- Contractor & Project Coordination: Oversee freelance contractors across projects by tracking assignments, deadlines, and deliverables. Proactively follow up on outstanding work, update stakeholders on progress, identify potential delays early, and ensure tasks are completed independently without constant founder involvement.

- GoHighLevel (GHL) & CRM Management: Own the GoHighLevel platform by updating client and deal records, maintaining pipeline accuracy, organizing onboarding information, tracking follow-ups and next steps, and keeping CRM data clean and structured. Ensure all active opportunities and tasks remain visible and up to date.

- Calendar, Email & Daily Execution: Manage scheduling and coordination through Google Calendar, Gmail, Google Docs, and Google Drive. Responsibilities include scheduling meetings, organizing daily priorities, preparing materials for calls, tracking action items, supporting daily check-ins, and resolving scheduling conflicts proactively.

- Research & Reporting: Conduct operational and market research such as market comparisons, inventory checks, data gathering, and competitor analysis. Summarize findings clearly to support leadership in making informed decisions.

Required Qualifications

- Minimum of 2 years supporting a founder, executive, or small business owner with strong experience in client communication and follow-up.

- Proven ability to coordinate multiple operational workflows effectively.

- Hands-on experience with GoHighLevel (GHL) is mandatory.

- Proficiency with Gmail, Google Calendar, Google Docs, and Google Drive.

- Excellent written and verbal English communication skills.

- Strong organizational skills with great attention to detail.

- Ability to manage shifting priorities and work independently in a remote environment.

- Reliable high-speed internet and a professional remote workspace.

- Comfortable working directly with a founder and taking initiative without constant supervision.

Preferred Qualifications and Benefits

- Experience with Gamma, Google Slides, PowerPoint, or research tools like NotebookLM.

- Background in startup or entrepreneurial environments, automotive businesses, or operations-heavy companies.

- Previous contractor or freelancer coordination experience.

- Opportunity to work directly with a founder and gain high ownership over daily business operations.

- Exposure to client and operational workflows with potential career growth into Senior Executive Assistant, Operations Coordinator, Operations Manager, or Chief of Staff roles.

- Fully remote work environment.

Interview Process

Candidates will undergo an initial phone screen, a Spark Hire introductory video, a video interview with a Pavago recruiter, followed by a client interview before receiving an offer and onboarding.

If you have strong hands-on GoHighLevel experience, have supported founders or executives, take ownership without needing constant direction, excel at client communication and follow-through, and thrive in fast-paced, operations-heavy environments, this role offers a unique opportunity to become the operational backbone of a growing automotive business.