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 OwnClient 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 RequirementsExperience

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

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.