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.