Virtual Assistant

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

About Pavago

Operations Coordinator

Responsibilities

• 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.
• 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• Review records for missing, duplicate, or outdated information.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.
• 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.
• 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.
• 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.
• 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.
• 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.
• Tasks completed accurately and on time.
• Organized files and documentation.
• Consistent completion of follow-ups.
• Strong stakeholder satisfaction.
• Direct collaboration with executives, clients, and teams.
• Executive Assistant
• Senior Virtual Assistant
• Client Interview
• #VirtualAssistant #ExecutiveAssistant #AdministrativeAssistant #OperationsSupport #CRM #HubSpot #RemoteJobs #ExecutiveSupport #RemoteWork #Operations

Requirements

• Working Hours: U.S. Business Hours (flexible based on client needs)

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.
• 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.
• Minimal scheduling errors or missed meetings.
• Fast and professional communication.
• Accurate and up-to-date CRM records.
• Reliable day-to-day operational execution.
• High ownership and autonomy.
• 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.

Preferred

• 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.
• Opportunity to develop CRM, project management, and operational skills.

Benefits

• Exposure to multiple areas of business operations.
• Fully remote work environment.
• Career growth opportunities into:

Why This Role Stands Out

• Project Coordinator
• Operations Manager

Interview Process

• Initial Phone Screen
• Video Interview with Pavago Recruiter
• Practical Administrative / Operations Task
• Offer & Onboarding