Virtual Assistant

Virtual Assistant (Executive Support & Operations) – RemoteExecutive Support | CRM Management | Operations CoordinationPosition Type: Full-Time, Remote Working Hours: U.S. Business Hours (flexible based on client needs)About the RoleAt Pavago, one of our clients is hiring a Virtual Assistant (VA) to provide high-quality executive, administrative, and operational support across multiple business functions.This is more than a traditional administrative role. You’ll serve as a trusted execution partner—managing schedules, organizing communication, maintaining CRM systems, coordinating projects, and ensuring daily operations run smoothly.If you’re highly organized, proactive, detail-oriented, and enjoy helping leaders stay focused while keeping operations on track, this role is built for you.What You’ll OwnExecutive & Administrative SupportManage calendars, meetings, and scheduling across multiple time zones.Organize inboxes, prioritize emails, and flag urgent items.Draft professional emails, documents, and internal communications.Prepare meeting agendas, notes, and follow-up action items.Ensure deadlines, priorities, and commitments remain organized.CRM & Data ManagementMaintain accurate records across CRM platforms, including:HubSpotSalesforceZoho CRMSimilar systemsUpdate spreadsheets and operational databases.Maintain organized digital files using:Google DriveDropboxMicrosoft SharePointEnsure information remains accurate, organized, and up to date.Research & Task ExecutionConduct research on:CompetitorsVendorsMarket trendsBusiness opportunitiesPrepare organized summaries, reports, and presentations.Support special projects and operational initiatives.Complete ad hoc tasks independently with minimal supervision.Client, Vendor & Communication SupportRespond to client inquiries or route requests appropriately.Follow up with vendors and stakeholders regarding outstanding items.Maintain professional communication across all interactions.Help strengthen client and vendor relationships through timely follow-up.Operations & Project CoordinationSupport invoicing, expense tracking, and light bookkeeping (when required).Maintain project trackers using:AsanaTrelloNotionMonday.comMonitor task progress and ensure operational workflows remain organized.Assist with day-to-day operational coordination across teams.RequirementsMust-Have QualificationsExperience1–2 years of experience in:Virtual Assistant rolesAdministrative supportExecutive supportOperations coordinationCore SkillsStrong proficiency with:Google WorkspaceMicrosoft OfficeExcellent written and verbal English communication skills.Strong organizational and time-management abilities.Ability to work independently in a remote environment.Reliable high-speed internet connection and professional home office setup.Nice to HaveExperience using CRM platforms such as:HubSpotSalesforceZoho CRMFamiliarity with:QuickBooksXeroExperience supporting:FoundersStartupsRemote teamsExperience managing multiple executives or clients simultaneously.Tools & TechnologiesGoogle WorkspaceMicrosoft OfficeHubSpotSalesforceZoho CRMGoogle DriveDropboxMicrosoft SharePointAsanaTrelloNotionMonday.comQuickBooks (Preferred)Xero (Preferred)What Makes You a Strong FitHighly organized with exceptional attention to detail.Proactive and capable of working with minimal supervision.Strong communicator who writes and speaks professionally.Excellent multitasker who keeps priorities organized.Reliable, accountable, and consistent with follow-through.Passionate about supporting executives and improving operational efficiency.What a Typical Day Looks LikeReview calendars, inboxes, and daily priorities.Schedule meetings and coordinate across multiple time zones.Update CRM records and organize operational documentation.Prepare reports, summaries, and presentations.Conduct research for ongoing projects.Follow up with vendors, clients, and internal stakeholders.Review outstanding tasks and prepare priorities for the following day.In short: You keep operations organized, communication flowing, and executives focused by ensuring every detail is handled accurately and efficiently.Key Metrics for Success (KPIs)Tasks completed accurately and on time.Zero missed meetings or scheduling conflicts.Fast and professional communication response times.Accurate and up-to-date CRM records and documentation.Positive client and stakeholder feedback.Consistent organization across projects and operational systems.Why This Role Stands OutHigh ownership and autonomy.Broad exposure to executive support, operations, and business coordination.Opportunity to work closely with leadership.Fully remote work environment.Clear career progression into:Executive AssistantOperations CoordinatorProject CoordinatorOperations ManagerInterview ProcessInitial Phone ScreenSpark Hire Intro Video (3–5 minutes)Final Client InterviewOffer & Background VerificationWhat Happens After You ApplyRight after you apply, you’ll receive an email invitation from Spa