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

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 highly organized and proactive Virtual Assistant (VA) to provide reliable executive, administrative, CRM, and operational support.

This is not a passive administrative role. You’ll serve as an execution partner, helping keep calendars, communication, records, projects, and day-to-day priorities organized and moving forward.

You’ll work across multiple business functions and may support founders, executives, clients, vendors, and internal teams.

If you’re someone who takes initiative, communicates professionally, and makes sure nothing falls through the cracks, this role is a strong fit.

What You’ll Own

Calendar, Inbox & Executive Support

• Manage calendars, meetings, appointments, and scheduling across multiple time zones.
• Monitor and organize inboxes.
• Prioritize important emails and flag time-sensitive requests.
• Draft professional:
• Emails
• Memos
• Documents
• Internal communications
• Prepare meeting agendas and notes.
• Track action items and follow-ups after meetings.
• Help executives stay organized and focused on their highest-priority work.

CRM & Data Management

• Maintain accurate records within CRM platforms such as:
• HubSpot
• Salesforce
• Zoho
• Update contacts, activities, notes, and relevant business information.
• Maintain spreadsheets using Google Sheets and Microsoft Excel.
• Review records for missing, duplicate, or outdated information.
• Ensure business data remains accurate, organized, and accessible.

File & Document Management

• Maintain organized digital filing systems using:
• Google Drive
• Dropbox
• Microsoft SharePoint
• Create consistent folder structures and naming conventions.
• Keep documents organized, searchable, and up to date.
• Prepare reports, presentations, and business documents when needed.

Research & Task Execution

• Conduct online research related to:
• Competitors
• Vendors
• Market opportunities
• Business initiatives
• Organize findings into clear summaries, spreadsheets, or presentations.
• Handle ad hoc administrative and operational requests.
• Support small projects from assignment through completion.

Client & Vendor Communication

• Respond to routine client inquiries or route them to the appropriate person.
• Follow up with vendors, clients, and internal stakeholders.
• Track outstanding requests and ensure timely completion.
• Maintain professional and responsive communication across stakeholders.

Operations & Project Support

• Maintain project and task trackers using tools such as:
• Asana
• Trello
• Notion
• Monday.com
• Track deadlines, priorities, and outstanding action items.
• Support invoicing and expense tracking.
• Assist with light bookkeeping when required.
• Help maintain organized operational workflows.
• Identify missing information, overdue tasks, or potential bottlenecks and follow up proactively.

What Makes You a Strong Fit

You’ll likely succeed in this role if you:

• Are highly organized and detail-oriented.
• Take initiative instead of waiting for constant instructions.
• Communicate clearly and professionally.
• Follow through until tasks are fully completed.
• Can manage multiple responsibilities without losing track of details.
• Learn new systems and processes quickly.
• Are comfortable working independently.
• Understand the importance of confidentiality and professionalism.

Required Experience & Skills

• 1–2+ years of experience as a Virtual Assistant, Executive Assistant, Administrative Assistant, or Operations Support professional.
• Strong proficiency with:
• Google Workspace
• Microsoft Office
• Experience managing calendars, meetings, and professional communication.
• Strong written and verbal English communication skills.
• Excellent organizational and time-management abilities.
• Strong attention to detail and follow-through.
• Ability to prioritize multiple tasks effectively.
• Reliable high-speed internet and professional remote work setup.
• Ability to work during U.S. business hours.

Nice to Have

• Experience with CRM platforms such as HubSpot, Salesforce, or Zoho.
• Familiarity with QuickBooks or Xero.
• Experience with project management tools such as Asana, Monday.com, Trello, or Notion.
• Experience supporting:
• Founders
• Executives
• Startups
• U.S.-based businesses
• Remote teams
• Experience supporting multiple executives or clients simultaneously.
• Basic reporting, spreadsheet, or operational tracking experience.

What a Typical Day Looks Like

Your day may begin by reviewing the executive’s calendar and inbox, identifying urgent requests, confirming meetings, and organizing priorities.

Throughout the day, you’ll update CRM records, prepare documents or reports, conduct research, coordinate meetings, follow up with clients and vendors, and keep project trackers current.

Before finishing, you’ll review outstanding tasks and make sure priorities and follow-ups are organized for the next day.

In short: you keep communication, administration, and operations organized so the people you support can stay focused on higher-value work.

Key Metrics for Success

• Tasks completed accurately and on time.
• Minimal scheduling errors or missed meetings.
• Fast and professional communication.
• Accurate and up-to-date CRM records.
• Organized files and documentation.
• Consistent completion of follow-ups.
• Strong stakeholder satisfaction.
• Reliable day-to-day operational execution.

Why This Role Stands Out

• High ownership and autonomy.
• Exposure to multiple areas of business operations.
• Direct collaboration with executives, clients, and teams.
• Opportunity to develop CRM, project management, and operational skills.
• Fully remote work environment.
• Career growth opportunities into:
• Executive Assistant
• Senior Virtual Assistant
• Project Coordinator
• Operations Coordinator
• Operations Manager

Interview Process

1. Initial Phone Screen
2. Video Interview with Pavago Recruiter
3. Practical Administrative / Operations Task
4. Client Interview
5. Offer & Onboarding

Apply Now

If you have experience in virtual assistance, executive support, administration, or operations and are known for being organized, proactive, and dependable, we’d love to hear from you.

This is a strong opportunity for someone who wants to build a career in executive support, CRM management, and business operations.

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