Executive Assistant

Executive Assistant – Remote

Position Type: Full-Time, Remote
Working Hours: U.S. Central Time Business Hours

About the Role

At Pavago, one of our clients is hiring an Executive Assistant to provide high-level support to the CEO of a well-established commercial furniture manufacturer’s representative group serving six U.S. states.

This is more than a traditional administrative role.

You’ll serve as the CEO’s trusted partner—managing executive priorities, coordinating communication, overseeing calendars, supporting proposals, maintaining CRM data, and improving day-to-day business operations.

You’ll also play a key role in keeping projects organized, preparing business documents, managing sales-related administrative tasks, and identifying opportunities to improve efficiency through technology and AI.

If you’re highly organized, proactive, detail-oriented, and enjoy helping executives operate at their best, this role is a strong fit.

What You’ll Own

Executive Support & Calendar Management

• Manage the CEO’s inbox and prioritize communications.
• Draft professional emails and correspondence on behalf of leadership.
• Coordinate calendars, meetings, appointments, and scheduling priorities.
• Protect executive focus time by proactively managing competing priorities.
• Prepare meeting agendas, materials, and follow-up action items.
• Coordinate internal and external meetings across multiple stakeholders.

Proposal & Sales Support

• Review incoming project opportunities and notifications.
• Prepare ancillary product proposals using internal quoting software (training provided).
• Ensure proposals are accurate, complete, and submitted on time.
• Support proposal documentation and sales follow-up activities.
• Assist with sales administration and client-facing documentation.

CRM Management & Reporting

• Maintain accurate CRM records and account information.
• Update opportunities, activities, communications, and deal stages.
• Track customer interactions and project progress.
• Generate CRM reports and sales pipeline updates.
• Ensure data accuracy and consistency across all records.

Administrative & Operational Support

• Prepare presentations, reports, spreadsheets, and business documents.
• Coordinate follow-ups and ensure action items are completed on schedule.
• Organize company documentation and maintain structured filing systems.
• Support daily business operations and special projects.
• Assist leadership with administrative and operational priorities.

Process Improvement

• Identify opportunities to improve administrative workflows.
• Recommend and implement process improvements that increase efficiency.
• Leverage AI tools such as ChatGPT, Copilot, or similar platforms to streamline repetitive work.
• Help improve operational systems and internal processes as the business grows.

What Success Looks Like

• Executive schedules remain organized and optimized.
• Emails and communications are managed efficiently.
• Proposals are completed accurately and submitted on time.
• CRM records stay clean, current, and reliable.
• Administrative workflows become more efficient through continuous improvement.
• Leadership spends more time on strategic priorities and less time on administrative tasks.

What Makes You a Strong Fit

• You are highly organized and detail-oriented.
• You anticipate needs before they become problems.
• You enjoy creating structure and improving processes.
• You communicate professionally with internal and external stakeholders.
• You take ownership and work independently with minimal supervision.
• You enjoy helping executives operate more efficiently.

Required Experience & Skills

Experience

• Previous experience as an:
• Executive Assistant
• Administrative Assistant
• Operations Coordinator
• Project Coordinator
• Similar executive support role
• Fluent written and spoken English.
• Experience using CRM platforms such as:
• HubSpot
• Salesforce
• Zoho
• Similar CRM systems
• Strong Microsoft Office skills, including:
• Outlook
• Excel
• Word
• PowerPoint
• Experience managing executive calendars and scheduling.
• Comfortable using AI productivity tools such as ChatGPT, Copilot, or similar.
• Strong organizational skills with exceptional attention to detail.
• Ability to quickly learn new software and business processes.
• Professional email writing and communication skills.
• Availability during U.S. Central Time business hours.

Nice to Have

• Experience supporting executives in a B2B sales environment.
• Experience preparing:
• Quotes
• Proposals
• Estimates
• Sales documentation
• Industry experience in:
• Commercial Furniture
• Interior Design
• Architecture
• Construction
• Commercial Real Estate
• Experience generating CRM and sales pipeline reports.
• Project coordination or client relationship management experience.
• Experience improving administrative processes and workflows.

What a Typical Day Looks Like

• Review and prioritize the CEO’s inbox.
• Coordinate meetings and manage executive calendars.
• Prepare proposals and sales documentation.
• Update CRM records and generate reports.
• Draft emails, presentations, and business documents.
• Track follow-ups and ensure important tasks stay on schedule.
• Support operational projects and improve internal workflows.
• Use AI tools to streamline administrative work and improve productivity.

In short: You’ll keep the CEO organized, support business operations, manage critical administrative workflows, and help the company operate more efficiently through strong execution and continuous process improvement.

Key Metrics for Success (KPIs)

• Executive calendar accuracy and scheduling efficiency.
• Inbox management and follow-up completion.
• Proposal accuracy and on-time submission.
• CRM data accuracy and reporting quality.
• Administrative task completion and responsiveness.
• Process improvement initiatives implemented.
• Leadership satisfaction and operational efficiency.

Why This Role Stands Out

• High-trust partnership with the CEO.
• Significant ownership across executive support and business operations.
• Opportunity to improve systems using AI and modern productivity tools.
• Exposure to sales operations, CRM management, and business process improvement.
• Fully remote role with long-term growth opportunities.
• Career progression into:
• Senior Executive Assistant
• Executive Operations Manager
• Chief of Staff
• Operations Manager

Interview Process

1. Application Review
2. Spark Hire Intro Video (3–5 minutes)
3. Client Interview
4. Offer & Onboarding

What Happens After You Apply

After submitting your application, you’ll receive an email invitation from Spark Hire to record a short 3–5 minute Intro Video. This is the first step in our hiring process and can be completed whenever it’s convenient for you.

Instead of multiple initial screening calls, you’ll have one opportunity to introduce yourself, discuss your experience supporting executives, managing calendars and inboxes, coordinating operations, working with CRM systems, and improving administrative processes. You’ll also have the opportunity to highlight how you’ve used AI tools to improve productivity and support business operations. Your video will be reviewed by the hiring team before moving to the client interview.

You can record your video as many times as you’d like before submitting it—only your final version will be reviewed.

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

Apply Now

If you’re passionate about executive support, enjoy creating structure in fast-moving environments, and want to play a critical role in helping leadership operate more effectively, we’d love to hear from you. Apply today and become a trusted partner to a growing business.