About the Company The hiring company is seeking a Virtual Assistant to support business operations, executive tasks, and day-to-day coordination in a remote working environment.
About the Role The Virtual Assistant (Executive Support, CRM & Operations) will provide administrative, executive, and operational support to help keep business activities organized and on schedule. This full-time remote position involves managing calendars, coordinating meetings, handling professional communications, maintaining CRM records, conducting research, and tracking tasks across multiple business functions.
The role requires someone who can work independently, manage competing priorities, communicate professionally, and take ownership of assigned responsibilities. The selected candidate will work during U.S. client business hours and support founders, executives, clients, vendors, and remote teams as needed.
Key Responsibilities
Manage calendars, schedule meetings, coordinate calls, and organize daily activities across time zones.
Draft and send professional emails, prepare documents, record meeting notes, and track follow-up actions.
Update and maintain customer and business records in HubSpot, Salesforce, and Zoho CRM.
Manage spreadsheets, operational trackers, and digital files using Google Drive, Dropbox, and SharePoint.
Conduct online research on competitors, vendors, and market trends, and prepare structured summaries and presentations.
Support ad hoc assignments and project-based tasks as required.
Respond to basic client inquiries or direct them to the appropriate contact.
Coordinate with vendors, monitor outstanding items, and ensure follow-ups are completed on time.
Assist with invoicing, expense tracking, and light bookkeeping when required.
Update project management tools, including Trello, Asana, Notion, and Monday.com.
Review calendars and inboxes, prioritize urgent tasks, and prepare end-of-day updates for upcoming work.
Maintain accurate records, meet deadlines, and ensure assigned tasks are completed during working hours.
Required Qualifications
1–2 years of experience as a Virtual Assistant, Administrative Assistant, or in an Operations Support role.
Proficiency in Microsoft Office.
Working knowledge of Google Workspace tools, including Docs, Sheets, Gmail, and Calendar.
Strong organizational skills and attention to detail.
Effective time management and the ability to handle multiple tasks simultaneously.
Clear and professional written and verbal communication skills.
A proactive approach to problem-solving, task ownership, and follow-through.
Reliable internet access and a suitable remote work setup.
Ability to remain responsive and manage responsibilities during U.S. client business hours.
Preferred Qualifications / Requirements
Experience with CRM platforms such as HubSpot, Salesforce, or Zoho CRM.
Familiarity with accounting tools such as QuickBooks or Xero.
Experience supporting founders, startups, or remote teams.
Previous experience managing multiple clients or executives.
Ability to prepare research summaries, maintain organized documentation, and coordinate tasks across different business functions.
Performance Expectations
Success in this role will be measured by the accuracy and timely completion of tasks, efficient calendar and inbox management, adherence to deadlines, organized systems and documentation, responsiveness during working hours, and positive feedback from clients and stakeholders.
Location and Work Arrangement
Full-time, remote position.
Working hours aligned with U.S. client business hours.
Career Development The role offers exposure to multiple business functions, direct interaction with founders and decision-makers, and opportunities to develop toward operations or executive support positions. It also provides clear expectations and structured workflows to support day-to-day execution.
Interview Process The selection process includes an initial phone screen, a video interview with a Pavago recruiter, a practical task involving a mock inbox, calendar management and research, a client interview, and an offer followed by background verification.