Job Description
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.
