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