Executive Assistant - Automotive Industry

🚗 Executive Assistant (Operations, Client Coordination & CRM Management) – Remote | U.S. Hours

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

🚀 About the Role

At Pavago, one of our clients is hiring an Executive Assistant (Operations & Client Coordination) to support daily operations, client communication, CRM management, scheduling, and workflow coordination within a fast-growing automotive business.

This is not a basic administrative role.

You’ll act as a key operational partner to the founder by helping manage:

• client communication

• contractor coordination

• CRM organization

• scheduling and operational workflows

• follow-ups and execution tracking

• day-to-day operational support

This role is ideal for someone who is:

• highly organized

• proactive

• detail-oriented

• execution-focused

• comfortable managing multiple moving parts simultaneously

If you thrive in fast-paced operational environments and enjoy keeping projects, communication, and workflows organized — this role is a strong fit.

🔥 What You’ll Own

Client Communication & Coordination

• Manage inbound client inquiries and prioritize urgent requests

• Draft and send professional client updates, summaries, and follow-ups

• Maintain strong communication and responsiveness throughout active projects

• Track ongoing conversations and maintain organized communication workflows

• Ensure a high-quality client experience across all touchpoints

Contractor & Project Coordination

• Coordinate with freelance contractors and vendors on active projects

• Track deliverables, deadlines, and project progress

• Maintain communication between:

• contractors

• clients

• leadership

• Ensure tasks and timelines remain organized and on schedule

• Escalate delays or operational issues proactively

CRM & Administrative Operations

• Manage and maintain CRM records inside GoHighLevel (GHL)

• Keep:

• client records

• pipelines

• workflows

• notes

• follow-ups organized and accurate

• Support onboarding workflows and operational setup processes

• Ensure CRM hygiene and operational consistency across systems

Scheduling & Executive Support

• Manage calendars, scheduling, and meeting coordination using:

• Google Calendar

• Gmail

• Google Workspace

• Coordinate meetings and operational priorities for leadership

• Prepare context, notes, and materials ahead of meetings or calls

• Help maintain daily operational alignment and follow-through

Research & Reporting Support

• Conduct operational and market research including:

• vendor research

• inventory checks

• market comparisons

• operational data gathering

• Organize findings into actionable summaries and reports

• Support leadership with operational decision-making and execution support

📊 What Success Looks Like

• Client communication remains fast, professional, and organized

• CRM records and workflows stay clean and accurate

• Projects and contractor deliverables stay on track

• Scheduling and operational coordination run smoothly

• Leadership spends less time chasing follow-ups and operational details

• Daily operations remain organized, responsive, and execution-focused

🧠 What Makes You a Strong Fit

• Highly organized with strong attention to detail

• Proactive and ownership-focused

• Strong multitasking and operational coordination ability

• Excellent communicator with professional client-facing skills

• Comfortable working independently in a remote environment

• Strong follow-through and execution discipline

• Calm under pressure while managing shifting priorities

✅ Must-Have Requirements

Experience

• 2+ years of experience supporting:

• founders

• executives

• operations teams

• small business owners

• Experience in:

• executive assistance

• operations coordination

• administrative support

• client communication

Technical Skills

• Strong hands-on experience with:

• GoHighLevel (GHL)

• Google Workspace

• Gmail

• Google Calendar

• Google Drive

• Google Docs

• Experience managing CRM workflows and operational tracking systems

• Strong organizational and workflow management skills

Communication & Execution

• Excellent written and verbal English communication skills

• Strong attention to detail and operational accuracy

• Ability to manage priorities independently without constant oversight

• Reliable remote work setup and stable internet connection

⭐ Nice to Have

• Experience in:

• automotive industry operations

• client coordination

• service-based businesses

• Familiarity with:

• Gamma

• Google Slides

• PowerPoint

• Notebook LM

• presentation and research tools

• Experience supporting founders in fast-paced businesses

📅 What a Typical Day Looks Like

• Respond to client inquiries and coordinate follow-ups

• Update and maintain CRM records in GoHighLevel

• Coordinate contractors and track active project timelines

• Manage scheduling, meetings, and operational calendars

• Conduct operational research and organize key information

• Support leadership with daily priorities and workflow tracking

In short: You keep operations organized, communication flowing, and projects moving forward efficiently.

📈 Key Metrics for Success (KPIs)

• Responsiveness and professionalism in client communication

• CRM accuracy and organization

• Timely follow-through on tasks and operational requests

• Scheduling efficiency and calendar management

• Contractor coordination and deadline adherence

• Reduction in operational bottlenecks

• Leadership satisfaction and operational reliability

🌟 Why This Role Stands Out

• High ownership and visibility with leadership

• Opportunity to work closely with a founder in a fast-growing business

• Exposure to:

• CRM systems

• operations management

• workflow coordination

• client operations

• contractor management

• Clear growth path into:

• Operations Manager

• Executive Operations Lead

• Client Success Manager

• Operations Coordinator

• Fully remote role with strong long-term growth potential

🧪 Interview Process

• Initial Phone Screen

• Video Interview with Recruiter

• Client Interview

• Offer & Onboarding

👉 Apply Now

If you:

• thrive in fast-moving operational environments

• enjoy organization, communication, and execution

• love supporting leadership and coordinating moving parts

• want a high-impact role with strong ownership and visibility

this is a strong opportunity to grow within operations and executive support.