Virtual Assistant (Executive Support & Operations) – Remote
Executive Support | CRM Management | Operations Coordination
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 Virtual Assistant (VA) to provide high-quality executive, administrative, and operational support across multiple business functions.
This is more than a traditional administrative role. You’ll serve as a trusted execution partner—managing schedules, organizing communication, maintaining CRM systems, coordinating projects, and ensuring daily operations run smoothly.
If you’re highly organized, proactive, detail-oriented, and enjoy helping leaders stay focused while keeping operations on track, this role is built for you.
What You’ll Own
Executive & Administrative Support
Manage calendars, meetings, and scheduling across multiple time zones.
Organize inboxes, prioritize emails, and flag urgent items.
Draft professional emails, documents, and internal communications.
Prepare meeting agendas, notes, and follow-up action items.
Ensure deadlines, priorities, and commitments remain organized.
CRM & Data Management
Maintain accurate records across CRM platforms, including:
HubSpot
Salesforce
Zoho CRM
Similar systems
Update spreadsheets and operational databases.
Maintain organized digital files using:
Google Drive
Dropbox
Microsoft SharePoint
Ensure information remains accurate, organized, and up to date.
Research & Task Execution
Conduct research on:
Competitors
Vendors
Market trends
Business opportunities
Prepare organized summaries, reports, and presentations.
Support special projects and operational initiatives.
Complete ad hoc tasks independently with minimal supervision.
Client, Vendor & Communication Support
Respond to client inquiries or route requests appropriately.
Follow up with vendors and stakeholders regarding outstanding items.
Maintain professional communication across all interactions.
Help strengthen client and vendor relationships through timely follow-up.
Operations & Project Coordination
Support invoicing, expense tracking, and light bookkeeping (when required).
Maintain project trackers using:
Asana
Trello
Notion
Monday.com
Monitor task progress and ensure operational workflows remain organized.
Assist with day-to-day operational coordination across teams.
Requirements
Must-Have Qualifications
Experience
1–2 years of experience in:
Virtual Assistant roles
Administrative support
Executive support
Operations coordination
Core Skills
Strong proficiency with:
Google Workspace
Microsoft Office
Excellent written and verbal English communication skills.
Strong organizational and time-management abilities.
Ability to work independently in a remote environment.
Reliable high-speed internet connection and professional home office setup.
Nice to Have
Experience using CRM platforms such as:
HubSpot
Salesforce
Zoho CRM
Familiarity with:
QuickBooks
Xero
Experience supporting:
Founders
Startups
Remote teams
Experience managing multiple executives or clients simultaneously.
Tools & Technologies
Google Workspace
Microsoft Office
HubSpot
Salesforce
Zoho CRM
Google Drive
Dropbox
Microsoft SharePoint
Asana
Trello
Notion
Monday.com
QuickBooks (Preferred)
Xero (Preferred)
What Makes You a Strong Fit
Highly organized with exceptional attention to detail.
Proactive and capable of working with minimal supervision.
Strong communicator who writes and speaks professionally.
Excellent multitasker who keeps priorities organized.
Reliable, accountable, and consistent with follow-through.
Passionate about supporting executives and improving operational efficiency.
What a Typical Day Looks Like
Review calendars, inboxes, and daily priorities.
Schedule meetings and coordinate across multiple time zones.
Update CRM records and organize operational documentation.
Prepare reports, summaries, and presentations.
Conduct research for ongoing projects.
Follow up with vendors,…