Executive Assistant

Pavago Costa Rica
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🚀 About the Role

We’re hiring a highly organized and proactive Executive Assistant to support a Founder with daily operations, communication, scheduling, and workflow management.

This role is ideal for someone who:

  • Thrives in fast-paced startup environments
  • Loves bringing structure and organization to chaos
  • Can manage calendars, inboxes, and follow-ups independently
  • Communicates clearly and professionally
  • Uses AI tools to improve speed and efficiency

You’ll act as a key operational partner between:
✅ the Founder
✅ clients
✅ internal teams

ensuring nothing slips through the cracks.

This is not a passive admin role — it requires ownership, responsiveness, and strong execution.

💻 What You’ll Own

Calendar & Inbox Management

  • Manage the Founder’s:

    • calendar
    • scheduling
    • priorities
    • daily coordination

  • Monitor and respond to emails professionally

  • Prioritize critical communication and follow-ups

  • Ensure schedules stay organized and conflict-free

Meeting Coordination

  • Schedule and coordinate meetings with:

    • clients
    • vendors
    • internal teams

  • Prepare agendas, meeting context, and notes

  • Ensure meetings run smoothly and efficiently

Post-Meeting Follow-Ups

  • Send:

    • meeting summaries
    • action items
    • next steps

  • Track follow-through and accountability across stakeholders

  • Ensure tasks are completed on time

Client Onboarding & Operations

  • Coordinate onboarding for new clients
  • Collect required documents, assets, and information
  • Maintain organized communication throughout onboarding
  • Act as a central coordination point between all parties

CRM & Administrative Management

  • Maintain accurate CRM records in:

    • HubSpot
    • or similar platforms

  • Log communication, activities, and notes consistently

  • Support operational admin tasks including:

    • travel coordination
    • expense tracking
    • vendor communication

AI Tools & Workflow Efficiency

  • Use tools such as:

    • ChatGPT
    • Claude
    • Perplexity

  • Draft emails, summaries, research, and operational documents

  • Improve communication speed and workflow efficiency using AI

🔥 What We’re Looking For

Must-Haves

  • Experience supporting:

    • founders
    • executives
    • leadership teams

  • Startup or fast-paced company experience

  • Strong written English communication skills

  • Proficiency with:

    • Google Workspace
    • Slack
    • HubSpot or CRMs

  • Comfortable with:

    • Loom
    • Tella
    • async communication tools

  • Intermediate to advanced AI tool usage

  • Strong organization and follow-through

  • Ability to work independently without constant oversight

⭐ Nice to Have

  • Experience with:

    • Notion
    • Obsidian
    • Airtable
    • Canva
    • Calendly
    • SavvyCal
    • SignWell

  • Agency or small team environment experience

  • Client onboarding or customer operations experience

📅 What a Typical Day Looks Like

  • Manage and prioritize the Founder’s inbox and calendar
  • Coordinate meetings and client communication
  • Prepare meeting notes and track follow-ups
  • Update HubSpot and operational systems
  • Support onboarding workflows for new clients
  • Draft communication and research using AI tools
  • Handle operational and administrative coordination tasks

In short:
You keep the Founder organized, responsive, and focused while ensuring operations run smoothly behind the scenes.

📊 Success Looks Like

  • Well-organized calendars and inboxes
  • Smooth meeting coordination and follow-ups
  • Accurate and clean CRM management
  • Fast and professional client onboarding
  • Reliable operational execution and communication
  • High trust from leadership and stakeholders

🌍 Why This Role Stands Out

  • Direct collaboration with a Founder
  • High ownership and visibility
  • Exposure to startup operations and workflows
  • Opportunity to use modern AI tools daily
  • Flexible remote environment
  • Fast-moving and highly impactful role

🧪 Interview Process

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

👉 Apply Now

If you:

  • Love organization and operational support
  • Thrive in startup environments
  • Are proactive and highly detail-oriented
  • Enjoy helping leaders stay focused and efficient

This role is a strong fit for you.

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