Virtual Assistant

Virtual Assistant (VA) - Admin Support, CRM & Scheduling | Remote | U.S. Hours

Position Type: Full-Time, Remote

Working Hours: U.S. Client Business Hours

About the Role

At Pavago, one of our clients is hiring a dependable and highly organized Virtual Assistant (VA) to provide day-to-day administrative and operational support.

This is a hands-on support role for someone who enjoys keeping calendars, communication, records, tasks, and projects organized. You’ll work across scheduling, CRM management, research, documentation, vendor coordination, and general business operations.

If you’re proactive, detail-oriented, tech-savvy, and reliable, this role is a strong fit.

What You’ll Own

Administrative & Executive Support

Keep daily administrative workflows organized and moving.

You’ll:

• Manage calendars and schedule meetings
• Coordinate appointments across multiple time zones
• Monitor scheduling conflicts and make adjustments
• Draft and send professional emails, memos, and documents
• Prepare meeting notes and action items
• Track follow-ups and outstanding tasks
• Support general administrative requests

Tools may include:

• Google Calendar
• Microsoft Outlook
• Google Workspace
• Microsoft Office

CRM & Data Management

Maintain accurate and organized business records.

You’ll:

• Update customer and contact information
• Maintain CRM records and pipeline data
• Enter and clean data
• Update spreadsheets and trackers
• Organize notes and activity records
• Ensure information remains accurate and up to date

Experience with platforms such as HubSpot, Salesforce, or Zoho CRM is a plus.

Document & File Management

Maintain organized digital records and documentation.

You’ll:

• Organize folders and documents
• Maintain consistent file naming and storage
• Prepare reports, summaries, and business documents
• Keep important information easy to locate
• Support document formatting and organization

Tools may include:

• Google Drive
• Dropbox
• Microsoft SharePoint

Research & Task Execution

Support leadership and teams with research and ad hoc projects.

You’ll:

• Conduct online research
• Research competitors, vendors, products, or market information
• Organize findings into clear summaries
• Prepare spreadsheets, reports, or presentations
• Complete recurring and one-off administrative tasks
• Support small projects through completion

Customer & Vendor Coordination

Help maintain smooth communication with external stakeholders.

You’ll:

• Respond to basic customer or client inquiries
• Route requests to the appropriate team member
• Communicate professionally with vendors
• Follow up on outstanding requests and deliverables
• Track open items until completion
• Maintain clear communication records

Operations & Project Support

Support everyday operational workflows, including:

• Updating project trackers
• Tracking deadlines and deliverables
• Following up with team members
• Assisting with invoicing and expense tracking
• Supporting light bookkeeping when required
• Maintaining task and project documentation

Tools may include:

• Asana
• Trello
• Notion
• Monday.com

What Makes You a Strong Fit

You:

• Are highly organized and detail-oriented
• Communicate clearly in writing and verbally
• Follow through without requiring constant reminders
• Can manage several priorities simultaneously
• Learn new software and systems quickly
• Take initiative when something needs attention
• Are comfortable working independently
• Maintain professionalism with clients and stakeholders
• Can adapt quickly when priorities change

Required Experience & Skills

• 1-2+ years of experience in:
• Virtual assistance
• Administrative support
• Executive support
• Remote operations
• Strong proficiency with:
• Google Workspace
• Microsoft Office
• Experience with calendar and scheduling management
• Strong written and verbal English communication
• Excellent organization and time-management skills
• Strong attention to detail
• Ability to work independently in a remote environment
• Ability to manage multiple tasks and deadlines
• Reliable high-speed internet and professional remote work setup
• Availability during U.S. business hours

Nice to Have

Experience with:

• HubSpot
• Salesforce
• Zoho CRM
• QuickBooks
• Xero
• Asana
• Trello
• Notion
• Monday.com
• Google Drive
• Dropbox
• SharePoint

Additional experience supporting:

• Founders or executives
• Startups
• Entrepreneurs
• U.S.-based businesses
• Remote or distributed teams
• Multiple clients or stakeholders

What a Typical Day Looks Like

You might:

• Review the inbox and calendar for urgent priorities
• Schedule meetings and resolve calendar conflicts
• Draft and respond to emails
• Update CRM records and spreadsheets
• Organize files and documents
• Prepare reports or presentations
• Research vendors, competitors, or business information
• Follow up with clients or vendors
• Update project management tools
• Track outstanding tasks and deadlines
• Support ad hoc requests from leadership

In short: You ensure daily operations stay organized, communication remains timely, and nothing falls through the cracks.

Key Metrics for Success

• Task accuracy and on-time completion
• Calendar and scheduling accuracy
• Responsiveness during working hours
• CRM and data accuracy
• Clean and organized documentation
• Timely completion of follow-ups
• Client and stakeholder satisfaction
• Reliability and consistency of administrative support

Why This Role Stands Out

• Broad exposure to business operations
• Opportunity to work closely with U.S.-based businesses and leadership
• High ownership over day-to-day execution
• Fully remote work environment
• Exposure to modern CRM, productivity, and project management tools
• Strong career progression into:
• Senior Virtual Assistant
• Executive Assistant
• Project Coordinator
• Operations Coordinator
• Operations Manager

Interview Process

• Initial Phone Screen
• Spark Hire Intro Video
• Video Interview with Pavago Recruiter
• Practical Task - Calendar/inbox management or research scenario
• Client Interview
• Offer & Background Verification

Apply Now

If you:

• Are highly organized and dependable
• Enjoy supporting teams and keeping operations running smoothly
• Have strong administrative, scheduling, and communication skills
• Learn new systems quickly
• Take ownership and follow through consistently

This is a strong opportunity to become a trusted support partner for a growing business while developing your career in administration and operations.

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