Admin Executive Assistant

Admin Executive Assistant (Operations, Compliance & ITAD Support) – Remote

Executive Support | Operations Coordination | Compliance | CRM | ITAD

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

About the Role

At Pavago, we’re hiring on behalf of one of our clients for an Admin Executive Assistant to support operations, compliance workflows, client onboarding, and executive coordination within a structured IT Asset Disposition (ITAD) environment.

This is not a traditional administrative support role. It’s a high-trust, execution-focused position where operational accuracy and attention to detail are critical. You’ll serve as the operational backbone that keeps documentation organized, workflows moving, and leadership focused on high-value priorities.

You’ll work closely with leadership, operations teams, clients, and compliance stakeholders to ensure every task, record, and workflow is completed accurately and on time.

If you’re highly organized, naturally detail-oriented, and take ownership of your work from start to finish, this role is built for you.

What You’ll Own

Executive & Administrative Coordination

• Manage executive calendars, meetings, and scheduling across multiple stakeholders.

• Coordinate communication between leadership, clients, vendors, and internal teams.

• Prepare meeting agendas, notes, and follow-up action items.

• Anticipate leadership needs and proactively manage priorities.

• Ensure deadlines, tasks, and follow-ups are completed without delays.

Documentation & Compliance Support

• Maintain organized, audit-ready documentation across operational systems.

• Support compliance-sensitive workflows within ITAD operations.

• Ensure records remain:

• Accurate

• Complete

• Properly documented

• Securely stored

• Maintain documentation consistency across Google Workspace, Slack, CRM platforms (Salesforce or similar), and operational tracking systems.

• Assist with audit preparation and compliance documentation.

Operational Tracking & Quality Control

• Track:

• Client onboarding progress

• Internal operational tasks

• Documentation updates

• Workflow milestones

• Review records to identify inconsistencies across:

• Dates

• Names

• Scheduling

• Documentation

• Data entry

• Validate information before execution to minimize operational and compliance risks.

• Proactively identify process gaps and recommend improvements.

Systems & Records Management

• Maintain clean, organized operational systems and records.

• Ensure documentation remains:

• Searchable

• Accessible

• Consistent

• Audit-ready

• Improve filing structures and operational workflows to support long-term efficiency.

Requirements

Must-Have Qualifications

Experience

• 3+ years of experience in:

• Executive Assistant

• Administrative Assistant

• Virtual Assistant

• Operations Support

• Executive Operations

Core Skills

• Strong experience with:

• Google Workspace

• Slack

• CRM platforms (Salesforce or similar)

• Excellent written and verbal English communication skills.

• Exceptional attention to detail and organizational skills.

• Ability to work independently with minimal supervision.

• Strong problem-solving abilities and operational judgment.

• High level of professionalism, discretion, and confidentiality.

Nice to Have

• Experience in:

• ITAD (IT Asset Disposition)

• Compliance-heavy industries

• Operations-focused organizations

• Experience supporting:

• Founders

• Executives

• Leadership teams

• Familiarity with:

• Audit preparation

• Compliance workflows

• Client onboarding

• Operational tracking systems

What Makes You a Strong Fit

• Highly detail-oriented with exceptional organizational skills.

• Naturally notices inconsistencies and resolves them proactively.

• Structured, process-driven, and execution-focused.

• Excellent communicator with strong follow-through.

• Comfortable managing multiple priorities in a fast-paced environment.

• Maintains professionalism under pressure.

• Takes ownership and consistently delivers high-quality work.

What a Typical Day Looks Like

• Coordinate executive schedules and operational workflows.

• Maintain audit-ready documentation and records.

• Track onboarding progress and operational tasks.

• Review systems and records for inconsistencies.

• Support leadership communication and follow-ups.

• Organize documentation and improve workflow efficiency.

• Ensure operational processes remain compliant, accurate, and fully documented.

In short: You keep operations organized, compliant, accurate, and running efficiently while enabling leadership to focus on strategic priorities.

Key Metrics for Success (KPIs)

• 100% audit-ready documentation

• Zero critical operational or documentation errors

• Accurate and timely completion of assigned tasks

• Reduction in operational issues through proactive quality control

• Smooth client onboarding and workflow coordination

• Leadership confidence in operational execution and reliability

Why Join Us?

• High-visibility role supporting leadership and business operations.

• Direct impact on operational quality, compliance, and organizational efficiency.

• Opportunity to improve systems and processes across the business.

• Fully remote work environment with long-term career growth.

• Clear advancement opportunities into:

• Operations Manager

• Executive Operations Lead

• Compliance Coordinator

• Chief of Staff

• Administrative Operations Leadership

Interview Process

1. Application Review
2. Spark Hire Intro Video (3–5 minutes)
3. Recruiter Interview
4. Client Interview
5. 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 is the final step that completes your application and can be recorded whenever it’s convenient for you.

Instead of repeating yourself across multiple screening calls, you’ll introduce yourself once, and your video will be shared with the hiring team. This helps hiring managers evaluate your communication style early, making future interviews more meaningful and reducing unnecessary interview rounds.

Don’t overthink it—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 after submitting your application.

Apply Now

If you’re highly organized, detail-oriented, and thrive in structured operational environments where accuracy, compliance, and executive support are critical, we’d love to hear from you. Apply today and help build reliable operations that keep the business running smoothly every day.