Admin Executive Assistant

Admin Executive Assistant – Operations, Compliance & ITAD | Remote

Position 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 executive administration, operational coordination, compliance workflows, client onboarding, and documentation within an IT Asset Disposition (ITAD) environment.

This is more than a traditional administrative role. You’ll serve as an important operational control layer, ensuring information is accurate, documentation is complete, follow-ups happen on time, and critical details don’t get missed.

Because the business operates in a compliance-sensitive environment, precision, organization, confidentiality, and attention to detail are essential.

If you’re someone who catches inconsistencies others miss, enjoys creating order, and takes ownership of tasks through completion, this role is a strong fit.

What You’ll Own

Executive & Administrative Support

• Manage calendars, meetings, scheduling, and day-to-day administrative coordination
• Support leadership with priorities, communication, and follow-ups
• Coordinate across clients, leadership, and internal teams
• Anticipate scheduling conflicts and operational needs before they become problems
• Track outstanding action items and ensure timely completion
• Help protect leadership bandwidth by keeping workflows organized
• Maintain professionalism and discretion when handling confidential information

Compliance & Documentation Support

• Maintain accurate, complete, and audit-ready documentation
• Support compliance-sensitive processes within ITAD operations
• Review documentation for missing, inconsistent, or incorrect information
• Ensure records are properly organized, stored, and accessible
• Maintain consistent documentation standards across operational systems
• Track required documentation and follow up on missing items
• Help ensure compliance-related records remain current and reliable

Client Onboarding & Operational Tracking

• Track client onboarding from initiation through completion
• Ensure required information and documentation are collected
• Monitor outstanding tasks, follow-ups, and internal dependencies
• Maintain clear visibility into onboarding status
• Coordinate with clients and internal stakeholders throughout the process
• Escalate missing information, blockers, or potential delays proactively
• Ensure onboarding steps are completed accurately and on time

Quality Control & Accuracy

• Review names, dates, numbers, schedules, records, and documentation before execution
• Identify inconsistencies across systems and workflows
• Catch potential errors before they create operational or financial issues
• Track process and documentation changes accurately
• Double-check critical information before submission or execution
• Maintain strong quality-control standards across daily operations

Systems & Records Management

• Maintain organized and accurate records across tools such as:
• Google Workspace
• Slack
• Salesforce or similar CRM platforms
• Keep systems clean, searchable, and up to date
• Maintain consistent naming and documentation practices
• Ensure important information can be retrieved quickly when needed
• Update CRM and internal systems as operational information changes
• Maintain reliable records across administrative and compliance workflows

Requirements

• 3+ years of experience in Executive Assistant, Administrative Assistant, Virtual Assistant, or Operations Support roles
• Strong experience with Google Workspace
• Experience using Slack
• Experience with Salesforce or similar CRM systems
• Exceptional attention to detail and accuracy
• Strong written and verbal English communication skills
• Ability to manage multiple priorities without sacrificing accuracy
• Strong follow-through and organizational discipline
• Ability to work independently and solve problems proactively
• High level of professionalism, discretion, and confidentiality
• Comfortable working in a process-driven environment
• Ability to work during U.S. business hours

Nice to Have

• Experience in IT Asset Disposition (ITAD)
• Experience in compliance-heavy or highly regulated environments
• Familiarity with audit preparation and compliance documentation
• Experience supporting founders, executives, or leadership teams
• Client onboarding experience
• Operational tracking and workflow management experience
• Experience maintaining structured records across multiple systems

Tools & Technology

Google Workspace | Gmail | Google Drive | Google Docs | Google Sheets | Google Calendar | Slack | Salesforce | CRM Systems | Documentation & Workflow Tools

What Makes You a Strong Fit

You’ll likely thrive in this role if you:

• Notice small inconsistencies quickly
• Naturally double-check important information
• Prefer structured and organized systems
• Take ownership instead of waiting to be reminded
• Follow tasks through until they are completely resolved
• Communicate clearly and professionally
• Handle confidential information responsibly
• Stay organized while managing multiple priorities
• Proactively flag risks instead of waiting for problems to escalate
• Understand that accuracy is just as important as speed

What a Typical Day Looks Like

Your day may begin by reviewing leadership calendars, outstanding action items, client onboarding progress, and documentation requiring attention.

Throughout the day, you’ll coordinate meetings, review records for missing or incorrect information, follow up on operational tasks, update Salesforce and internal systems, and organize compliance documentation.

You’ll also coordinate communication between clients and internal teams, verify important dates and records, and proactively flag inconsistencies or risks before they create larger problems.

In short: you ensure the administrative and operational side of the business stays accurate, organized, compliant, and under control.

Key Metrics for Success

• Accuracy and completeness of documentation
• Zero critical operational or documentation errors
• On-time completion of assigned tasks and follow-ups
• Smooth and timely client onboarding
• CRM and internal records accuracy
• Audit-readiness of compliance documentation
• Reduction in preventable operational issues
• Consistency of administrative workflows
• Leadership confidence in administrative and operational execution

Why This Role Stands Out

• High-trust role working closely with leadership
• Direct impact on operational accuracy and compliance
• Exposure to structured ITAD and compliance workflows
• Strong ownership over administrative and operational processes
• Opportunity to improve documentation and workflow consistency
• Fully remote working environment
• Career growth opportunities into:
• Operations Manager
• Compliance Coordinator
• Executive Operations Lead

Interview Process

1. Initial Application
2. Spark Hire One-Way Video Interview
3. Recruiter Interview
4. Client Interview
5. Offer & Onboarding

Spark Hire Video Interview – Required

As part of the application process, all candidates are required to complete a one-way video interview through Spark Hire.

After completing the first step of your application, you’ll receive a Spark Hire invitation by email with instructions to record and submit your video responses.

Completion of the Spark Hire video is required to be considered for the next stage. Please check your inbox as well as your spam or junk folder for the invitation.

Apply Now

If you’re a highly organized Executive Assistant or Operations Support professional who catches mistakes others miss, takes ownership of follow-through, and thrives in structured, compliance-sensitive environments, we’d love to hear from you.

Apply today and take on a high-trust role where your attention to detail directly contributes to smoother operations, stronger compliance, accurate client onboarding, and greater leadership efficiency.

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Originally posted on Himalayas