Admin Executive Assistant

Admin Executive Assistant (Operations, Compliance & ITAD Support)

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

About the Role

At Pavago, one of our clients is hiring a highly organized and detail-oriented Admin Executive Assistant to support operations, compliance workflows, client onboarding, and executive coordination within an IT Asset Disposition (ITAD) environment.

This is more than a traditional administrative support role. You’ll serve as a critical operational partner, helping ensure workflows remain organized, compliant, accurate, and fully documented.

You will support:

• Executive coordination
• Compliance documentation
• Client onboarding
• Workflow tracking
• Records management
• Operational communication

This role is ideal for someone who thrives in structured environments, notices inconsistencies quickly, and takes ownership of tasks from start to finish.

Key Responsibilities

Administrative Coordination & Scheduling

• Manage executive calendars, scheduling, and meeting logistics.
• Coordinate communication between:
• Leadership
• Clients
• Operations teams
• Vendors
• Anticipate operational needs and help protect leadership bandwidth.
• Ensure tasks, deadlines, and follow-ups are completed on time.

Documentation & Compliance Support

• Maintain organized, audit-ready documentation.
• Support compliance-sensitive workflows within ITAD operations.
• Ensure records remain:
• Accurate
• Complete
• Properly documented
• Securely stored
• Work within:
• Google Workspace
• Slack
• Salesforce or similar CRM platforms
• Operational tracking systems
• Maintain consistency across all documentation and records.

Operational Tracking & Quality Control

• Track:
• Client onboarding progress
• Operational workflows
• Internal updates
• Documentation changes
• Review records for inconsistencies involving:
• Dates
• Names
• Schedules
• Onboarding information
• Documentation accuracy
• Validate information before execution to minimize operational risk.
• Support quality control initiatives through proactive review and follow-up.

Systems & Records Management

• Maintain organized systems and documentation across operational platforms.
• Keep records:
• Searchable
• Accessible
• Audit-ready
• Improve workflow organization and documentation processes where possible.
• Ensure operational systems remain reliable and scalable.

Requirements

Experience

• 3+ years of experience in:
• Executive Assistant roles
• Administrative Assistant roles
• Operations Support positions
• Virtual Assistant roles
• Compliance-focused administrative environments

Core Skills

• Strong experience with:
• Google Workspace
• Slack
• CRM systems (Salesforce or similar)
• Exceptional organizational and documentation skills.
• Strong written and verbal English communication.
• Ability to work independently with minimal supervision.
• Strong attention to detail and operational follow-through.
• High level of professionalism and confidentiality.

Core Competencies

• Structured and process-driven mindset.
• Strong operational discipline.
• Proactive communication and coordination skills.
• Ability to manage multiple priorities accurately.
• Strong problem-solving and quality-control capabilities.

Preferred Qualifications

• Experience in:
• ITAD environments
• 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 Successful

• You are highly detail-oriented and process-driven.
• You identify mistakes and inconsistencies quickly.
• You take ownership and ensure tasks are fully completed.
• You thrive in structured operational environments.
• You remain professional under pressure.
• You proactively solve problems instead of waiting for direction.

Typical Day

• Coordinate schedules and operational workflows.
• Maintain audit-ready documentation and records.
• Track onboarding progress and operational tasks.
• Review systems for missing information or inconsistencies.
• Support leadership communication and follow-ups.
• Maintain organized operational systems and documentation.
• Ensure compliance, accuracy, and workflow completion.

In short: You help keep operations organized, compliant, accurate, and running smoothly every day.

Key Performance Indicators (KPIs)

• 100% audit-ready documentation
• Zero critical operational or documentation errors
• Accurate and timely task completion
• Reduced operational issues through proactive quality control
• Smooth onboarding and workflow coordination
• Leadership confidence in operational execution and reliability

Why Join Us?

• High-trust role with direct exposure to leadership.
• Significant ownership across operations and compliance workflows.
• Opportunity to improve systems and operational processes.
• Structured, process-driven environment.
• Long-term growth opportunities into:
• Operations Manager
• Executive Operations Lead
• Compliance Coordinator
• Administrative Operations Leadership
• Fully remote position with long-term career growth potential.