• Manage and maintain the HubSpot CRM, ensuring data accuracy, organization, and overall database hygiene. • Create and manage contact lists, audience segmentation, custom properties, and user permissions. • Identify duplicate, outdated, or incomplete records and maintain clean, reliable CRM data. • Serve as the team's go-to HubSpot expert, providing recommendations and best practices for CRM management. • Build, launch, and optimize email campaigns, newsletters, and automated workflows within HubSpot. • Create and manage lead nurturing campaigns, lifecycle stage automation, lead scoring, and follow-up sequences. • Organize campaign assets, schedules, and marketing workflows to ensure consistent execution. • Support both Marketing Hub and Sales Hub initiatives, including forms, automation, and campaign setup. • Build custom dashboards and reports to monitor marketing and sales performance. • Track key performance indicators including email engagement, open rates, click-through rates, conversions, and lead progression. • Analyze campaign performance and provide recommendations for optimization. • Generate regular reports that help leadership make data-driven decisions. • Support lead management by identifying, qualifying, and nurturing prospects through automated campaigns. • Ensure leads are properly segmented and routed throughout the customer lifecycle. • Collaborate with Marketing and Sales teams to improve campaign performance and operational efficiency. • Stay current on HubSpot updates, new features, and best practices, recommending improvements where appropriate. • Review campaigns, workflows, emails, and CRM data to ensure accuracy before launch. • Perform quality assurance checks on marketing assets, automations, and reporting. • Maintain documentation for CRM processes and marketing operations.

• Own complex, frequently shifting calendars for two busy executives • Coordinate meetings across time zones; manage last-minute changes without losing composure • Arrange domestic and international travel including flights, hotels, and ground transport, and handle changes quickly • Prepare agendas and briefing materials so executives walk into every meeting ready • Take notes and track follow-ups when requested • Handle expense reports, approvals, and administrative tasks with speed and accuracy • Triage inbound requests and route communications through Slack and other tools

Role Description At Pavago, we’re hiring on behalf of one of our clients for an Admin Executive Assistant to support operations, compliance workflows, client onboarding, and executive coordination within a structured IT Asset Disposition (ITAD) environment. This is not a traditional administrative support role. It’s a high-trust, execution-focused position where operational accuracy and attention to detail are critical. You’ll serve as the operational backbone that keeps documentation organized, workflows moving, and leadership focused on high-value priorities. You’ll work closely with leadership, operations teams, clients, and compliance stakeholders to ensure every task, record, and workflow is completed accurately and on time. If you’re highly organized, naturally detail-oriented, and take ownership of your work from start to finish, this role is built for you. What You’ll Own - Executive & Administrative Coordination - Manage executive calendars, meetings, and scheduling across multiple stakeholders. - Coordinate communication between leadership, clients, vendors, and internal teams. - Prepare meeting agendas, notes, and follow-up action items. - Anticipate leadership needs and proactively manage priorities. - Ensure deadlines, tasks, and follow-ups are completed without delays. - Documentation & Compliance Support - Maintain organized, audit-ready documentation across operational systems. - Support compliance-sensitive workflows within ITAD operations. - Ensure records remain: - Accurate - Complete - Properly documented - Securely stored - Maintain documentation consistency across Google Workspace, Slack, CRM platforms (Salesforce or similar), and operational tracking systems. - Assist with audit preparation and compliance documentation. - Operational Tracking & Quality Control - Track: - Client onboarding progress - Internal operational tasks - Documentation updates - Workflow milestones - Review records to identify inconsistencies across: - Dates - Names - Scheduling - Documentation - Data entry - Validate information before execution to minimize operational and compliance risks. - Proactively identify process gaps and recommend improvements. - Systems & Records Management - Maintain clean, organized operational systems and records. - Ensure documentation remains: - Searchable - Accessible - Consistent - Audit-ready - Improve filing structures and operational workflows to support long-term efficiency. Qualifications - 3+ years of experience in: - Executive Assistant - Administrative Assistant - Virtual Assistant - Operations Support - Executive Operations - Strong experience with: - Google Workspace - Slack - CRM platforms (Salesforce or similar) - Excellent written and verbal English communication skills. - Exceptional attention to detail and organizational skills. - Ability to work independently with minimal supervision. - Strong problem-solving abilities and operational judgment. - High level of professionalism, discretion, and confidentiality. Requirements - Experience in: - ITAD (IT Asset Disposition) - Compliance-heavy industries - Operations-focused organizations - Experience supporting: - Founders - Executives - Leadership teams - Familiarity with: - Audit preparation - Compliance workflows - Client onboarding - Operational tracking systems Benefits - High-visibility role supporting leadership and business operations. - Direct impact on operational quality, compliance, and organizational efficiency. - Opportunity to improve systems and processes across the business. - Fully remote work environment with long-term career growth. - Clear advancement opportunities into: - Operations Manager - Executive Operations Lead - Compliance Coordinator - Chief of Staff - Administrative Operations Leadership Interview Process - Application Review - Spark Hire Intro Video (3–5 minutes) - Recruiter Interview - Client Interview - 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 final 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 hiring managers evaluate your communication style early, making future interviews more meaningful and 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, detail-oriented, and thrive in structured operational environments where accuracy, compliance, and executive support are critical, we’d love to hear from you. Apply today and help build reliable operations that keep the business running smoothly every day.

Role Description The Production Assistant supports the editorial and production workflow for journals and magazines by assisting with coordination, tracking, and quality control activities. This role works closely with internal staff, external editorial resources, vendors, authors, and volunteers to help ensure that content moves efficiently through the production process and meets established quality and timeliness standards. This position focuses on operational and administrative support rather than ownership of publications. The Production Assistant contributes to maintaining workflows, accurate records, and clear communication across all stages of production, under the guidance of a Manager Journals Production. This is a temporary position, anticipated to last through March 2027. While this role will work remotely, the ideal candidate will be within commuting distance to the IEEE's Piscataway office. - Assist in coordinating the flow of articles and issues through various stages of the production process. - Perform quality checks on content (e.g., formatting, completeness, adherence to style requirements) and flag inconsistencies for review by senior staff. - Support communication with authors, editorial offices, vendors, and volunteers regarding production status, missing items, and routine production inquiries. - Help facilitate the delivery and organization of final publication assets (e.g., PDFs, XML metadata, multimedia files). - Maintain documentation to ensure accurate records of production activity. - Provide administrative and logistical support for process improvements and special projects. - Support adherence to editorial guidelines and house style by applying checklists and standardized procedures. - Prepare reports and updates for internal stakeholders on production status and workflow metrics. - Participate in team meetings and contribute to process improvement discussions. - Perform other duties as assigned. Qualifications - Bachelor’s degree in English, communications, journalism, or a related field (or equivalent experience). - 1–3 years of experience in publishing, editorial support, production coordination, or a related field preferred. - Experience working with content workflows, vendors, or editorial systems. Requirements - Strong communication and grammatical skills are required. - Experience in reading and parsing mathematical statements and expressions is preferred. - Must be capable of exercising sound judgment when interfacing with authors, editors, society officers, and other members of IEEE staff. - Excellent organizational and time-management skills, the capability to manage a variety of tasks for multiple publications, and the ability to meet tight/multiple deadlines are required. - Strong interpersonal skills, including the ability to work with volunteers, vendors, and external editorial resources to enforce appropriate quality levels in editorial products; this may include working with authors and other volunteers who have ESL challenges. - Willingness to learn publishing standards, editorial style requirements, and new digital tools. Reporting Structure - Reports to a Manager, Journals Production. - No supervisory responsibilities.