Virtual Assistant

About the Company

The hiring company is not specified in the provided job description.

About the Role

We are looking for a Virtual Assistant to support executive administration, CRM management, communication, and daily business operations. This is a full-time, remote position with working hours aligned with U.S. client business hours.

The role goes beyond routine administrative tasks. You will help keep schedules organized, maintain accurate records, coordinate with clients and vendors, support ongoing projects, and ensure important tasks and follow-ups are completed on time. This position is suited to someone who takes initiative, communicates professionally, and can manage competing priorities reliably.

Key Responsibilities

• Manage calendars, meetings, and scheduling across time zones
• Coordinate calls and support daily planning
• Draft and send professional emails, documents, and other communications
• Prepare meeting notes and track follow-up actions
• Update and maintain records in HubSpot, Salesforce, and Zoho CRM
• Manage spreadsheets and operational trackers
• Organize digital files using Google Drive, Dropbox, and SharePoint
• Conduct online research on competitors, vendors, and market trends
• Turn research findings into structured summaries and presentations
• Assist with ad hoc assignments and project-based tasks
• Respond to basic client inquiries or direct them to the appropriate contact
• Communicate with vendors and track outstanding items
• Monitor follow-ups to ensure they are completed on time
• Assist with invoicing, expense tracking, and light bookkeeping when required
• Update project management tools, including Trello, Asana, Notion, and Monday.com
• Review calendars and inboxes, prioritize urgent tasks, and prepare for the next working day
• Provide end-of-day updates on completed tasks and pending priorities

Required Qualifications

• 1–2 years of experience as a Virtual Assistant, Administrative Assistant, or in an Operations Support role
• Proficiency in Microsoft Office
• Working knowledge of Google Workspace, including Docs, Sheets, Gmail, and Calendar
• Strong organizational skills and attention to detail
• Ability to manage multiple tasks and meet deadlines without overlooking important details
• Clear and professional written and verbal communication
• A proactive approach to problem-solving and task execution
• Reliability, responsiveness, and accountability during working hours
• Reliable internet connection and a suitable remote work setup

Preferred Qualifications / Requirements

• Experience with HubSpot, Salesforce, or Zoho CRM
• Familiarity with QuickBooks or Xero
• Experience supporting founders, startups, or remote teams
• Experience managing multiple clients or executives
• Ability to work effectively in a fast-paced remote environment

Performance Expectations

• Complete tasks accurately and on time
• Manage calendars and inboxes efficiently
• Prevent missed meetings and deadlines
• Maintain organized systems, records, and documentation
• Respond promptly during working hours
• Maintain positive working relationships with clients and stakeholders

What the Role Offers

• Ownership and visibility across business operations
• Exposure to multiple business functions
• Clear expectations and structured workflows
• Opportunities to develop toward operations or executive support roles
• Direct collaboration with founders and decision-makers

Interview Process

• Initial phone screening
• Video interview with a Pavago recruiter
• Practical task involving a mock inbox, calendar management, and research
• Client interview
• Offer and background verification