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Open nowPosted 12 days ago

Admin Executive Assistant

Workable (global search)108,016 open roles

Where
Panama
Work mode
Remote
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Your applicationOpen nowAdmin Executive AssistantWorkable (global search) · Panama

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The clock on this job

Early applications get read.

7.9% of postings close within 7 days. Measured by our own scanner across the market. Workable (global search) postings stay open a median of 7 days.

Share of postings closed within
  1. 1.6%1 day
  2. 3.6%3 days
  3. 7.9%7 days
  4. 14.9%14 days
  5. 34.0%30 days
This job: posted 12 days ago

Workable (global search) median: 7 days open

The posting

Admin Executive Assistant (Operations, Compliance & Executive Support)

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

About the Role

At Pavago, one of our clients is hiring an Admin Executive Assistant to support daily operations, executive coordination, compliance documentation, client onboarding, and internal workflow management within a structured IT Asset Disposition (ITAD) environment.

This is a highly detail-oriented role where accuracy, organization, and follow-through are essential. You’ll work closely with leadership to ensure documentation remains compliant, operational workflows stay organized, and critical administrative tasks are completed without errors.

If you’re someone who naturally spots inconsistencies, enjoys structured work, and takes ownership of operational excellence, this role is an excellent fit.

What You’ll Own

Executive & Administrative Support

  • Manage executive calendars, meetings, and scheduling across multiple priorities.
  • Coordinate communication between leadership, clients, and internal teams.
  • Prepare meeting agendas, notes, and follow-up action items.
  • Track deadlines, priorities, and outstanding tasks to ensure timely completion.
  • Help optimize executive workflows and protect leadership’s time.

Documentation & Compliance

  • Maintain organized, audit-ready documentation across company systems.
  • Support compliance-focused operational processes within the ITAD environment.
  • Ensure records remain:
  • Accurate
  • Complete
  • Properly organized
  • Easily accessible
  • Maintain documentation using:
  • Google Workspace
  • Slack
  • CRM platforms (Salesforce or similar)

Client Onboarding & Workflow Coordination

  • Support client onboarding by tracking documentation and required operational steps.
  • Coordinate onboarding progress across internal teams.
  • Monitor workflow completion and ensure no critical tasks are missed.
  • Maintain organized onboarding records and communication.

Operational Tracking & Quality Control

  • Monitor:
  • Operational tasks
  • Client onboarding progress
  • Documentation updates
  • Internal workflows
  • Review records for inconsistencies, missing information, and data accuracy.
  • Validate names, dates, documents, and operational details before execution.
  • Help identify and resolve potential issues before they impact operations.

Systems & Records Management

  • Maintain organized digital filing systems and operational records.
  • Ensure information remains searchable, accurate, and up to date.
  • Support long-term document management and operational consistency.
  • Maintain clean CRM records and administrative systems.

What Makes You a Strong Fit

  • Extremely detail-oriented with exceptional organizational skills.
  • Process-driven and committed to operational accuracy.
  • Proactive with strong ownership and follow-through.
  • Comfortable working independently with minimal supervision.
  • Strong written and verbal communication skills.
  • Professional, discreet, and trustworthy when handling confidential information.

Required Experience & Skills

Experience

  • 3+ years of experience in:
  • Executive Assistant
  • Administrative Assistant
  • Virtual Assistant
  • Operations Support

Technical Skills

  • Strong experience using:
  • Google Workspace
  • Slack
  • CRM platforms (Salesforce or similar)
  • Excellent document management and organizational skills.
  • High attention to detail and operational accuracy.
  • Ability to prioritize multiple responsibilities effectively.

Communication

  • Excellent written and verbal English communication.
  • Professional email and stakeholder management skills.
  • Strong problem-solving and critical-thinking abilities.

Nice-to-Have

  • Experience in:
  • Compliance-driven industries
  • IT Asset Disposition (ITAD)
  • Operations-heavy businesses
  • Experience supporting founders or executive leadership.
  • Familiarity with:
  • Audit preparation
  • Compliance workflows
  • Client onboarding
  • Operations tracking systems

What a Typical Day Looks Like

  • Coordinate executive calendars and internal meetings.
  • Maintain audit-ready documentation and operational records.
  • Support client onboarding and workflow tracking.
  • Review records for missing information and inconsistencies.
  • Respond to executive communications and coordinate follow-ups.
  • Update CRM systems and maintain organized documentation.
  • Ensure operational processes remain accurate and compliant.

In short: You keep operations organized, documentation compliant, and executive workflows running smoothly while ensuring every operational detail is handled with precision.

Key Metrics for Success (KPIs)

  • 100% audit-ready documentation.
  • Zero critical documentation or operational errors.
  • Timely completion of assigned tasks and follow-ups.
  • Accurate onboarding and workflow coordination.
  • Clean and organized CRM and operational records.
  • Leadership confidence in operational reliability.

Why Join Us?

  • Work directly with senior leadership.
  • High-visibility role with meaningful operational ownership.
  • Structured, process-driven work environment.
  • Opportunity to strengthen operations and compliance processes.
  • Career growth into:
  • Executive Operations Lead
  • Operations Manager
  • Compliance Coordinator
  • Chief of Staff

Interview Process

  1. Initial Phone Screen
  2. Spark Hire Intro Video (3–5 minutes)
  3. Recruiter Interview
  4. Client Interview
  5. Offer & Onboarding

What Happens After You Apply

Right after you apply, you’ll receive an email invitation from Spark Hire to record your Intro Video. This short, self-recorded video is the next step that completes your application and can be recorded whenever it’s convenient for you.

Instead of repeating yourself across multiple screening calls, you’ll introduce yourself once, and your video will be shared with the hiring team. This helps the hiring team evaluate your communication style early, making future interviews more meaningful while reducing unnecessary interview rounds.

Don’t overthink it—you can record your video as many times as you’d like before submitting it. Only your final submission will be reviewed.

Please keep an eye on both your inbox and spam folder for your Spark Hire invitation after submitting your application.

Apply Now

If you’re highly organized, exceptionally detail-oriented, and enjoy supporting executive operations while maintaining accurate documentation and efficient workflows, we’d love to hear from you. Apply today and become a trusted operational partner helping drive consistency, compliance, and excellence across the business.

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