Executive Assistant - Automotive Industry

🚗 Executive Assistant (Operations, Client Coordination & CRM Management) – Remote | U.S. HoursPosition Type: Full-Time, Remote Working Hours: U.S. Business Hours🚀 About the RoleAt 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 communicationcontractor coordinationCRM organizationscheduling and operational workflowsfollow-ups and execution trackingday-to-day operational supportThis role is ideal for someone who is:highly organizedproactivedetail-orientedexecution-focusedcomfortable managing multiple moving parts simultaneouslyIf 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 & CoordinationManage inbound client inquiries and prioritize urgent requestsDraft and send professional client updates, summaries, and follow-upsMaintain strong communication and responsiveness throughout active projectsTrack ongoing conversations and maintain organized communication workflowsEnsure a high-quality client experience across all touchpointsContractor & Project CoordinationCoordinate with freelance contractors and vendors on active projectsTrack deliverables, deadlines, and project progressMaintain communication between:contractorsclientsleadershipEnsure tasks and timelines remain organized and on scheduleEscalate delays or operational issues proactivelyCRM & Administrative OperationsManage and maintain CRM records inside GoHighLevel (GHL)Keep: client recordspipelinesworkflowsnotesfollow-ups organized and accurateSupport onboarding workflows and operational setup processesEnsure CRM hygiene and operational consistency across systemsScheduling & Executive SupportManage calendars, scheduling, and meeting coordination using:Google CalendarGmailGoogle WorkspaceCoordinate meetings and operational priorities for leadershipPrepare context, notes, and materials ahead of meetings or callsHelp maintain daily operational alignment and follow-throughResearch & Reporting SupportConduct operational and market research including:vendor researchinventory checksmarket comparisonsoperational data gatheringOrganize findings into actionable summaries and reportsSupport leadership with operational decision-making and execution support📊 What Success Looks LikeClient communication remains fast, professional, and organizedCRM records and workflows stay clean and accurateProjects and contractor deliverables stay on trackScheduling and operational coordination run smoothlyLeadership spends less time chasing follow-ups and operational detailsDaily operations remain organized, responsive, and execution-focused🧠 What Makes You a Strong FitHighly organized with strong attention to detailProactive and ownership-focusedStrong multitasking and operational coordination abilityExcellent communicator with professional client-facing skillsComfortable working independently in a remote environmentStrong follow-through and execution disciplineCalm under pressure while managing shifting priorities✅ Must-Have RequirementsExperience2+ years of experience supporting:foundersexecutivesoperations teamssmall business ownersExperience in:executive assistanceoperations coordinationadministrative supportclient communicationTechnical SkillsStrong hands-on experience with:GoHighLevel (GHL)Google WorkspaceGmailGoogle CalendarGoogle DriveGoogle DocsExperience managing CRM workflows and operational tracking systemsStrong organizational and workflow management skillsCommunication & ExecutionExcellent written and verbal English communication skillsStrong attention to detail and operational accuracyAbility to manage priorities independently without constant oversightReliable remote work setup and stable internet connection⭐ Nice to HaveExperience in:automotive industry operationsclient coordinationservice-based businessesFamiliarity with:GammaGoogle SlidesPowerPointNotebook LMpresentation and research toolsExperience supporting founders in fast-paced businesses📅 What a Typical Day Looks LikeRespond to client inquiries and coordinate follow-upsUpdate and maintain CRM records in GoHighLevelCoordinate contractors and track active project timelinesManage scheduling, meetings, and operational calendarsConduct operational research and organize key informationSupport leadership with daily priorities and workflow trackingIn short: You keep operations organized, communication flowing, and projects moving forward efficiently.📈 Key Metrics for Success (KPIs)Responsiveness and professionalism in client communicationCRM accuracy and organizationTimely follow-through on tasks and operational requestsScheduling efficiency and calendar managementContract