Virtual Assistant Job at Pavago, United States

  • Pavago
  • United States

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.

Job Tags

Remote job, Full time, Work at office

Similar Jobs

Feedinkoo

Remote Full-Stack Developer (Junior) - Internship Job at Feedinkoo

 ...Feedinkoo is offering an entry-level Full Stack Developer Internship in the United States. The role involves building and refining applications using React, Next.js, PHP, and Laravel. Interns will participate in sprints and coordinate with diverse teams to achieve project... 

Integrity

Senior Retirement Plan Administrator Job at Integrity

Integrity is seeking a Retirement Plan Administrator in Dallas to oversee 401(k) and related retirement plans, ensuring compliance, data integrity, and effective plan performance. You will collaborate with employees, leadership, vendors, and regulators to maintain plan... 

Marshall & Stevens Inc

Manager-Machinery & Equipment: Valuation Job at Marshall & Stevens Inc

 ...and divestitures, financing, insurance, financial accounting and federal tax reporting purposes. What This Role Will Do The Machinery & Equipment (M&E) Valuation practice provides clients with credible, defensible valuations of machinery, equipment, and industrial... 

QUICK CARE MED P L

Urgent Care Physician Assistant (PA-C) Job at QUICK CARE MED P L

 ...population. Elicits detailed patient histories and conducts complete physician examinations. Reaches diagnosis and orders appropriate...  ...and participate in the training development of the medical team. Assist in medical education of both the patients and clinic staff.... 

Staff Financial Group

Medical Billing Specialist Job at Staff Financial Group

 ...Receivable Specialist (Healthcare and Legal Billing) Key Responsibilities:...  ...update payment status. Follow up on unpaid medical insurance claims within the standard billing...  ...Collaborate with medical billing and coding staff to resolve discrepancies and ensure...