Virtual Assistant

Virtual Assistant (Executive Support, CRM & Operations) – Remote | U.S. Hours

Position Type: Full-Time, Remote

Working Hours: U.S. Client Business Hours

About the Role

We’re hiring a Virtual Assistant (VA) to support daily operations, communication, and execution across a fast-moving business.

This is not a basic admin role — you will act as a **remote operations partner **, helping the client stay organized, responsive, and focused on high-value work.

If you’re someone who is **organized, proactive, and reliable **, this role is built for you.

What You’ll Own

Administrative & Executive Support (Primary Focus)

• Manage calendars, meetings, and scheduling across time zones
• Coordinate calls and ensure smooth daily planning
• Draft and send professional emails, documents, and communications
• Prepare meeting notes and track follow-ups

Data & CRM Management

• Update and maintain records in:

  • HubSpot
  • Salesforce
  • Zoho CRM

• Manage spreadsheets and operational trackers

• Organize digital files in:

  • Google Drive
  • Dropbox
  • SharePoint

Research & Task Execution

• Conduct online research:

  • Competitors
  • Vendors
  • Market insights

• Turn research into:

  • Structured summaries
  • Presentations

• Support ad hoc and project-based tasks

Customer & Vendor Coordination

• Respond to basic client inquiries or route appropriately
• Communicate with vendors and track outstanding items
• Ensure follow-ups are completed on time

Operations & Project Support

• Assist with:

  • Invoicing and expense tracking
  • Light bookkeeping (if required)

• Update project management tools:

  • Trello
  • Asana
  • Notion
  • Monday.com

What Makes You a Strong Fit

• You are highly organized and detail-oriented
• You can manage multiple tasks without dropping the ball
• You communicate clearly and professionally
• You are proactive and don’t wait for instructions
• You are reliable, responsive, and accountable

Required Experience & Skills

• 1–2 years experience as a:

  • Virtual Assistant
  • Administrative Assistant
  • Operations Support role

• Proficiency in:

  • Microsoft Office
  • Google Workspace (Docs, Sheets, Gmail, Calendar)

• Strong time management and multitasking ability

• Reliable internet and remote work setup

Nice to Have

• CRM experience:

  • HubSpot / Salesforce / Zoho CRM

• Familiarity with:

  • QuickBooks / Xero

• Experience supporting:

  • Founders
  • Startups
  • Remote teams

• Managing multiple clients or executives

What a Typical Day Looks Like

• Review calendars and inboxes, prioritize urgent items
• Schedule meetings and coordinate logistics
• Update CRM records and trackers
• Prepare documents, reports, or summaries
• Conduct research for ongoing projects
• Follow up with vendors or clients
• Send end-of-day updates and prep for next day

In short:

You ensure everything runs smoothly and nothing falls through the cracks.

Key Metrics (KPIs)

• Tasks completed accurately and on time
• Calendar & inbox management efficiency
• No missed meetings or deadlines
• Clean, organized systems and documentation
• Strong responsiveness during working hours
• Positive feedback from clients and stakeholders

Why This Role Stands Out

• High ownership and visibility across operations
• Exposure to multiple business functions
• Clear expectations and structured workflows
• Opportunity to grow into operations or executive roles
• Work directly with founders and decision-makers

Interview Process

• Initial Phone Screen
• Video Interview with Pavago Recruiter
• Practical Task (mock inbox/calendar + research task)
• Client Interview
• Offer & Background Verification

Apply Now

If you:

• Thrive in fast-paced, remote environments
• Are organized, proactive, and detail-driven
• Enjoy supporting operations and execution

This role is a strong fit.