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 Looks Like

Review calendars, inboxes, and daily priorities.

Schedule meetings and coordinate across multiple time zones.

Update CRM records and organ