# Virtual Assistant – Executive Support, CRM & Operations
## About the Role
We are seeking a highly organized, proactive, and reliable Virtual Assistant (VA) to support daily operations, executive activities, communication, and task execution for a fast-moving business.
This full-time remote position operates during U.S. client business hours and combines executive support, CRM and data management, research, customer and vendor coordination, and operational project support. The successful candidate will help keep calendars, communications, systems, and follow-ups organized so that priorities are completed accurately and on time.
## Key Responsibilities
### Administrative & Executive Support
Manage calendars, meetings, and scheduling across multiple time zones.
Coordinate calls and support smooth daily planning.
Draft and send professional emails, documents, and business communications.
Prepare meeting notes and track action items and follow-ups.
Review calendars and inboxes and prioritize urgent items.
Provide administrative and operational support to executives, founders, and team members.
### CRM & Data Management
Update and maintain CRM records using:
HubSpot
Salesforce
Zoho CRM
Maintain spreadsheets, operational trackers, and business records.
Organize and manage digital files using:
Google Drive
Dropbox
SharePoint
Maintain clean, accurate, and organized documentation and operational systems.
### Research & Project Support
Conduct online research related to competitors, vendors, and market insights.
Convert research findings into structured summaries and presentations.
Support ad hoc assignments and project-based tasks.
Prepare documents, reports, and summaries for ongoing projects.
### Customer & Vendor Coordination
Respond to basic client inquiries or route inquiries to the appropriate person.
Communicate with vendors and track outstanding items.
Follow up with clients, vendors, and stakeholders to ensure timely completion of action items.
### Operations Support
Assist with invoicing and expense tracking.
Provide light bookkeeping support when required.
Update project management systems, including:
Trello
Asana
Notion
Monday.com
Provide end-of-day updates and help prepare priorities for the following day.
## Required Qualifications
1–2 years of experience in a Virtual Assistant, Administrative Assistant, or Operations Support role.
Proficiency with Microsoft Office.
Proficiency with Google Workspace, including:
Google Docs
Google Sheets
Gmail
Google Calendar
Strong time management and multitasking skills.
Excellent organization and attention to detail.
Clear and professional communication skills.
Ability to manage multiple tasks and meet deadlines.
Proactive approach to completing tasks and following up.
Reliable internet connection and appropriate remote work setup.
Ability to work during U.S. client business hours.
## Preferred Qualifications
Experience with CRM platforms such as:
HubSpot
Salesforce
Zoho CRM
Familiarity with QuickBooks or Xero.
Experience supporting founders or startups.
Experience supporting remote teams.
Experience managing multiple clients or executives.
Experience with project management tools such as Trello, Asana, Notion, or Monday.com.
Experience with invoicing, expense tracking, or light bookkeeping.
## Skills & Competencies
Executive and administrative support
Calendar management
Inbox and email management
Scheduling and meeting coordination
CRM management
Data entry and record management
Online research
Vendor and client coordination
Project and operations support
Microsoft Office
Google Workspace
Time management
Multitasking
Organization
Attention to detail
Professional communication
Proactive task management
Remote work
## Work Arrangement & Schedule
Position: Virtual Assistant – Executive Support, CRM & Operations
Employment Type: Full-time
Work Arrangement: Remote
Working Hours: U.S. client business hours
## Performance Expectations
Success in this role will be measured by:
Accurate and timely task completion.
Efficient calendar and inbox management.
No missed meetings or deadlines.
Clean, organized systems and documentation.
Strong responsiveness during working hours.
Positive feedback from clients and stakeholders.
## Growth & Opportunity
This role provides:
High ownership and visibility across business operations.
Exposure to multiple business functions.
Clear expectations and structured workflows.
Opportunities to grow into operations or executive roles.
Direct exposure to founders and decision-makers.
## Interview Process
Initial phone screen.
Video interview with a Pavago recruiter.
Practical task involving a mock inbox/calendar and research assignment.
Client interview.
* Offer and background verification.