Virtual Assistant
Virtual Assistant (Executive Support & Operations) – Remote
Executive Support | CRM Management | Operations Coordination
Position Type: Full-Time, Remote
Working Hours: U.S. Business Hours (flexible based on client needs)
About the Role
At Pavago , one of our clients is hiring a Virtual Assistant (VA) to provide high-quality executive, administrative, and operational support across multiple business functions.
This is more than a traditional administrative role. You’ll serve as a trusted execution partner—managing schedules, organizing communication, maintaining CRM systems, coordinating projects, and ensuring daily operations run smoothly.
If you’re highly organized, proactive, detail-oriented, and enjoy helping leaders stay focused while keeping operations on track, this role is built for you.
What You’ll Own
Executive & Administrative Support
- Manage calendars, meetings, and scheduling across multiple time zones.
- Organize inboxes, prioritize emails, and flag urgent items.
- Draft professional emails, documents, and internal communications.
- Prepare meeting agendas, notes, and follow-up action items.
- Ensure deadlines, priorities, and commitments remain organized.
CRM & Data Management
- Maintain accurate records across CRM platforms, including:
- HubSpot
- Salesforce
- Zoho CRM
- Similar systems
- Update spreadsheets and operational databases.
- Maintain organized digital files using:
- Google Drive
- Dropbox
- Microsoft SharePoint
- Ensure information remains accurate, organized, and up to date.
Research & Task Execution
- Conduct research on:
- Competitors
- Vendors
- Market trends
- Business opportunities
- Prepare organized summaries, reports, and presentations.
- Support special projects and operational initiatives.
- Complete ad hoc tasks independently with minimal supervision.
Client, Vendor & Communication Support
- Respond to client inquiries or route requests appropriately.
- Follow up with vendors and stakeholders regarding outstanding items.
- Maintain professional communication across all interactions.
- Help strengthen client and vendor relationships through timely follow-up.
Operations & Project Coordination
- Support invoicing, expense tracking, and light bookkeeping (when required).
- Maintain project trackers using:
- Asana
- Trello
- Notion
- Monday.com
- Monitor task progress and ensure operational workflows remain organized.
- Assist with day-to-day operational coordination across teams.
Requirements
Must-Have Qualifications
Experience
- 1–2 years of experience in:
- Virtual Assistant roles
- Administrative support
- Executive support
- Operations coordination
Core Skills
- Strong proficiency with:
- Google Workspace
- Microsoft Office
- Excellent written and verbal English communication skills.
- Strong organizational and time-management abilities.
- Ability to work independently in a remote environment.
- Reliable high-speed internet connection and professional home office setup.
Nice to Have
- Experience using CRM platforms such as:
- HubSpot
- Salesforce
- Zoho CRM
- Familiarity with:
- QuickBooks
- Xero
- Experience supporting:
- Founders
- Startups
- Remote teams
- Experience managing multiple executives or clients simultaneously.
Tools & Technologies
- Google Workspace
- Microsoft Office
- HubSpot
- Salesforce
- Zoho CRM
- Google Drive
- Dropbox
- Microsoft SharePoint
- Asana
- Trello
- Notion
- Monday.com
- QuickBooks (Preferred)
- Xero (Preferred)
What Makes You a Strong Fit
- Highly organized with exceptional attention to detail.
- Proactive and capable of working with minimal supervision.
- Strong communicator who writes and speaks professionally.
- Excellent multitasker who keeps priorities organized.
- Reliable, accountable, and consistent with follow-through.
- Passionate about supporting executives and improving operational efficiency.
What a Typical Day Lo