Virtual Assistant
Virtual Assistant (Administrative Support, CRM & Operations) – Remote
Administrative Support | Executive Assistance | CRM | Scheduling | Operations
Position Type: Full-Time, Remote
Working Hours: U.S. Client Business Hours
About the Role
At Pavago , we’re hiring on behalf of one of our clients for a Virtual Assistant to provide reliable administrative, operational, and executive support in a fast-paced remote environment.
This is more than a traditional administrative role. You’ll help keep daily operations organized by managing calendars, coordinating meetings, maintaining CRM records, supporting projects, conducting research, and ensuring nothing falls through the cracks.
You’ll work closely with business leaders and cross-functional teams, helping streamline workflows and improve operational efficiency.
If you’re highly organized, proactive, tech-savvy, and enjoy supporting growing businesses, this role is built for you.
What You’ll Own
Administrative & Executive Support
- Manage executive calendars and coordinate meetings using Google Calendar and Microsoft Outlook.
- Schedule appointments across multiple time zones.
- Draft, proofread, and send professional emails, memos, and business correspondence.
- Prepare meeting agendas, take notes, and track action items.
- Manage inboxes and prioritize communications.
CRM & Data Management
- Maintain accurate records within CRM platforms such as:
- HubSpot
- Salesforce
- Zoho CRM
- Update customer information, contacts, and activity logs.
- Organize spreadsheets and business records.
- Maintain digital filing systems using:
- Google Drive
- Dropbox
- Microsoft SharePoint
- Prepare reports, summaries, and documentation for leadership.
Research & Project Support
- Conduct online research on competitors, vendors, market trends, and business topics.
- Compile findings into clear summaries, reports, or presentations.
- Support ongoing projects and operational initiatives.
- Handle ad hoc administrative tasks as assigned.
Customer & Vendor Coordination
- Respond to basic customer inquiries or route requests to the appropriate team.
- Coordinate communication with vendors and external partners.
- Track outstanding requests and ensure timely follow-up.
- Maintain professional communication across stakeholders.
Operations & Administrative Coordination
- Assist with invoicing and expense tracking.
- Support light bookkeeping tasks when required.
- Update project management platforms such as:
- Asana
- Trello
-
- Notion
- Help ensure operational workflows remain organized and on schedule.
Requirements
Must-Have Qualifications
Experience
- 1–2+ years of experience as a:
- Virtual Assistant
- Administrative Assistant
- Executive Assistant
- Operations Support Specialist
- Remote Administrative Professional
Core Skills
- Strong proficiency with:
- Google Workspace
- Microsoft Office
- Excellent written and verbal English communication skills.
- Strong organizational and time-management abilities.
- Ability to prioritize multiple tasks while meeting deadlines.
- Comfortable working independently in a remote environment.
- Reliable high-speed internet connection and dedicated home office.
Nice to Have
- Experience with CRM platforms such as:
- HubSpot
- Salesforce
- Zoho CRM
- Familiarity with bookkeeping software:
- QuickBooks
- Xero
- Experience supporting:
- Startups
- Entrepreneurs
- Executives
- Remote-first companies
- Experience supporting multiple clients or business leaders simultaneously.
What Makes You a Strong Fit
- Highly organized with exceptional attention to detail.
- Proactive and self-motivated.
- Excellent communicator with a professional attitude.
- Quick learner who adapts easily to new software and processes.
- Strong problem-solving skills.
- Reliable, resourceful, and able to work with minimal supervision.
What a Typical Day Looks Like
- Review your inbox and