• Job Description

  Req#: 2D074B21D3
  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.

• About the company

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