Job Description

Virtual Assistant (VA) – Remote

Executive Support | Administrative Support | CRM Management | Operations Coordination

Position Type: Full-Time, Remote

Working Hours: U.S. Client Business Hours

About the Role

At Pavago, one of our clients is hiring a Virtual Assistant (VA) to provide dependable administrative and operational support across multiple business functions.

This is a high-ownership role where you’ll manage schedules, coordinate communication, maintain CRM systems, organize documentation, and support day-to-day operations. You’ll help ensure priorities stay organized, deadlines are met, and nothing falls through the cracks.

If you’re proactive, detail-oriented, tech-savvy, and enjoy supporting growing businesses behind the scenes, this is an excellent opportunity to build a long-term remote career.

What You’ll Own

Administrative Support

• Manage calendars and schedule meetings using Google Calendar and Microsoft Outlook.
• Draft professional emails, memos, and business documents.
• Prepare meeting agendas, notes, and follow-up action items.
• Keep schedules organized and ensure priorities remain on track.

Data & Document Management

• Maintain accurate records in spreadsheets, CRM systems, and project management tools.
• Organize digital files using:
• Prepare reports, summaries, and documentation for leadership and clients.

Research & Task Execution

• Conduct online research on competitors, vendors, market trends, and business topics.
• Compile findings into organized summaries and presentations.
• Support special projects and ad hoc operational requests.
• Execute tasks independently with minimal supervision.

Customer & Vendor Support

• Respond to basic client inquiries or route requests appropriately.
• Communicate with vendors and follow up on outstanding items.
• Coordinate communication between stakeholders.
• Help maintain professional client and vendor relationships.

Operations & Project Support

• Assist with invoicing and expense tracking.
• Support light bookkeeping activities when required.
• Maintain project trackers using:
• Keep operational systems organized and up to date.

Requirements

Must-Have Qualifications

Experience

• 1–2 years of experience in:

Core Skills

• Strong proficiency with:
• Excellent written and verbal English communication skills.
• Strong organizational and time-management skills.
• Ability to work independently in a remote environment.
• Reliable internet connection and professional remote workspace.

Nice-to-Have

• Experience using CRM platforms such as:
• Familiarity with:
• Experience supporting:
• Experience managing multiple executives or clients simultaneously.

Tools & Technologies

• Google Workspace
• Microsoft Office
• Google Calendar
• Microsoft Outlook
• HubSpot
• Salesforce
• Zoho CRM
• Asana
• Trello
• Notion
• Monday.com
• QuickBooks
• Xero

What Makes You a Strong Fit

• Highly organized with exceptional attention to detail.
• Strong written and verbal communicator.
• Quick learner who adapts easily to new tools.
• Reliable, proactive, and self-managed.
• Comfortable managing multiple priorities simultaneously.
• Strong follow-through and ownership mindset.
• Passionate about keeping operations organized and efficient.

What a Typical Day Looks Like

• Review calendars, inboxes, and daily priorities.
• Schedule meetings and respond to emails.
• Update CRM records and operational documents.
• Prepare reports, summaries, and presentations.
• Conduct research for ongoing projects.
• Follow up with vendors, clients, and internal stakeholders.
• Update project management tools and organize outstanding tasks.

In short: You keep operations running smoothly by staying organized, communicating proactively, and ensuring nothing falls through the cracks.

Key Metrics for Success (KPIs)

• Task accuracy and on-time completion
• Calendar and inbox management efficiency
• Client and stakeholder satisfaction
• Organization and accuracy of records
• Responsiveness during working hours
• Timely completion of follow-ups and administrative tasks

Why This Role Stands Out

• Fully remote work environment.
• High ownership across multiple business functions.
• Exposure to operations, administration, and executive support.
• Opportunity to work closely with growing businesses.
• Supportive, collaborative remote culture.
• Career growth into:

Interview Process

1. Initial Phone Screen
2. Spark Hire Intro Video (3–5 minutes)
3. Practical Assessment (Calendar, Inbox, or Research Task)
4. Final Client Interview
5. Offer & Background Verification

What Happens After You Apply

Right after you apply, you’ll receive an email invitation from Spark Hire to record your Intro Video. This short, self-recorded video is the next step that completes your application and can be recorded whenever it’s convenient for you.

Instead of repeating yourself across multiple screening calls, you’ll introduce yourself once, and your video will be shared with the hiring team. This helps the hiring team evaluate your communication style early, making future interviews more meaningful while reducing unnecessary interview rounds.

Don’t overthink it—you can record your video as many times as you’d like before submitting it. Only your final submission will be reviewed.

Please keep an eye on both your inbox and spam folder for your Spark Hire invitation after submitting your application.

Apply Now

If you’re a proactive, detail-oriented Virtual Assistant who enjoys supporting teams, improving organization, and keeping business operations running efficiently, we’d love to hear from you. Apply today and become a trusted operational partner for a growing remote business.