Executive Assistant at Pavago

About the Role

• We are hiring an Executive Assistant to act as the central operator and gatekeeper for a Principal managing a diversified portfolio of businesses, investments, and personal commitments.
• This is not a traditional EA role. This is a high-trust, high-discretion, high-ownership position where you will operate as the Principal’s right hand—protecting their time, managing communications, and ensuring seamless execution across business and personal priorities.
• You will sit at the intersection of operations, communication, and coordination—owning both inbound (what reaches the Principal) and outbound (what gets executed across teams).

What You Will Own
Calendar & Time Protection

• Own the Principal’s calendar end-to-end across multiple time zones
• Prioritize, schedule, and protect time blocks (including strategic thinking time)
• Push back on low-value meetings and propose better alternatives
• Prepare the Principal for every meeting with agendas, context, and materials

Inbox & Communication Management

• Triage inbox daily and respond on behalf of the Principal where appropriate
• Draft clear, concise, high-quality responses in the Principal’s voice
• Ensure no email goes unanswered beyond 24 hours
• Maintain visibility across all open threads, pending replies, and commitments

Cross-Team Coordination

• Act as the central hub between the Principal and executives, attorneys, advisors, and partners
• Translate verbal direction into clear action items and written communication
• Ensure decisions are communicated and executed without delay
• Coordinate meetings, agendas, and follow-ups across teams

Personal & Lifestyle Operations

• Coordinate complex travel (domestic & international), including logistics, reservations, and contingencies
• Manage personal scheduling, events, and lifestyle coordination (including partner and family logistics)
• Oversee logistics related to residences, vendors, appointments, and special events
• Ensure all personal matters run seamlessly without requiring Principal intervention

Follow-Through & Accountability

• Track every commitment made by and to the Principal
• Maintain a centralized task and reminder system
• Proactively follow up on deadlines, deliverables, and dependencies
• Produce weekly summaries of completed tasks, pending items, and decisions required

Briefing, Research & Process Optimization

• Prepare executive briefs for meetings, calls, and travel
• Conduct research on counterparties, opportunities, and topics as needed
• Operate AI-first using tools like Claude for drafting, summarization, research, and SOP creation
• Continuously improve systems, workflows, and operational processes

Required Experience & Skills

• 3–7 years of experience as an Executive Assistant, Chief of Staff, Operations Manager, or similar role supporting senior leadership
• Proven experience supporting high-performing founders, executives, or principals
• Native or near-native English (written and spoken)
• Exceptional written communication (clear, concise, executive-level)
• Strong proficiency with Google Workspace, Notion, ClickUp, Asana, or similar tools
• Demonstrated ability to manage multiple priorities with precision and speed

Must-Have Requirements (Non-Negotiable)

• Exceptional discretion and ability to handle highly confidential information
• Proven ownership mindset and proactive execution style
• Strong experience managing calendars, inboxes, and cross-functional coordination
• AI-first workflow using tools like Claude (or equivalent) for daily operations
• Ability to operate independently without constant direction

Nice-to-Have

• Experience supporting executives in family offices, financial services, real estate, or luxury environments
• Exposure to legal, financial, or investment-related workflows
• Experience building systems, SOPs, or operational frameworks

Key Metrics for Success (KPIs)

• 100% responsiveness: no external email goes unanswered beyond 24 hours
• All commitments tracked, surfaced, and completed before deadlines
• Principal is fully prepared for every meeting (no reactive gaps)
• Seamless cross-team execution with clear ownership and follow-through
• Flawless execution of travel, scheduling, and personal logistics
• Continuous improvement of systems and workflows