Job Description

Virtual Assistant – Executive Support, CRM & Operations

Full-Time | Remote | U.S. Business Hours

About the Role

At Pavago, one of our clients is hiring a highly organized and proactive Virtual Assistant to support executives and teams across administration, CRM management, scheduling, communication, and day-to-day operations.

This is an execution-focused role for someone who takes ownership, communicates professionally, and makes sure nothing falls through the cracks

You’ll help keep calendars, inboxes, systems, documents, and operational workflows organized while supporting a fast-moving remote team.

What You’ll Do

Executive & Administrative Support

• Manage calendars, meetings, and scheduling across time zones
• Organize inboxes, flag priorities, and draft professional emails
• Prepare meeting notes, documents, and presentations
• Track action items, deadlines, and follow-ups

CRM & Data Management

• Maintain accurate records in HubSpot, Salesforce, Zoho, or similar CRMs
• Update spreadsheets using Google Sheets and Microsoft Excel
• Keep client, lead, and operational data clean and organized
• Manage files across Google Drive, Dropbox, or SharePoint

Operations & Project Support

• Maintain task and project trackers in Asana, Trello, Notion, or Monday.com
• Coordinate with clients, vendors, and internal stakeholders
• Support invoicing, expense tracking, and light bookkeeping when needed
• Follow up on outstanding tasks and ensure deadlines are met

Research & Communication

• Conduct research on vendors, competitors, markets, and business needs
• Turn findings into clear summaries or reports
• Respond to routine client and vendor communication
• Support ad hoc projects and operational requests

What We’re Looking For

• 1–2+ years of Virtual Assistant, Executive Assistant, administrative, or operations experience
• Strong proficiency with Google Workspace and Microsoft Office
• Experience managing calendars, inboxes, documents, and spreadsheets
• Excellent written and verbal English communication
• Strong organization, time management, and attention to detail
• Ability to manage multiple priorities independently
• Reliable internet and availability during U.S. business hours

Nice to Have

• Experience with HubSpot, Salesforce, or Zoho
• Familiarity with QuickBooks or Xero
• Experience supporting founders, executives, startups, or remote teams
• Experience managing multiple clients or executives
• Familiarity with project management tools such as Asana, Trello, Notion, or Monday.com

What Success Looks Like

• Tasks and follow-ups completed accurately and on time
• No missed meetings or scheduling conflicts
• Clean and up-to-date CRM and operational records
• Fast, professional communication
• Organized calendars, inboxes, documents, and workflows
• Leadership can confidently rely on your follow-through

Why Join?

• Fully remote opportunity
• High ownership and autonomy
• Exposure to multiple areas of business operations
• Work directly with executives and growing companies
• Career growth into Executive Assistant, Project Coordinator, or Operations Manager roles

Interview Process

1. Application Review
2. Spark Hire Intro Video
3. Pavago Recruiter Interview
4. Client Interview
5. Offer & Onboarding

What Happens After You Apply

Qualified candidates will receive a Spark Hire invitation to complete a short Intro Video. This helps us evaluate your communication skills, experience, and overall fit before moving to the interview stage.

Please check your inbox and spam/junk folder for the invitation.

Apply Now

If you’re organized, proactive, reliable, and strong at execution and follow-through, we’d love to hear from you.

#VirtualAssistant #ExecutiveAssistant #AdministrativeAssistant #OperationsSupport #RemoteJobs #CRM #ExecutiveSupport #RemoteWork #Operations #Pavago