Operations Associate

Role Summary

• Operations Associate (HubSpot CRM, Deal Pipeline & Excel Reporting) – Remote | EST Hours
• Position Type: Full-Time, Remote
• Working Hours: U.S. Eastern Time (EST)
• Location: South Africa or Latin America

At Pavago , one of our clients is hiring an Operations Associate to keep a high-value deal pipeline organized, accurate, and moving forward.

This is not a traditional finance, investment banking, or sales role . You won’t be responsible for complex financial modeling, sourcing deals, or hitting sales quotas.

Instead, your focus will be on execution, organization, CRM management, reporting, and consistent follow-through .

You’ll own the operational details behind long deal cycles—making sure every opportunity, follow-up, next step, meeting, and task is properly tracked and completed.

If you’re the kind of person who keeps systems clean, follows up without being reminded, and makes sure nothing falls through the cracks, this role is a strong fit.

Track

• Inbound interest
• Responses
• Follow-ups
• Deal stages

Maintain clean

Notes

Organize raw information into clear

• Summaries
• Reports
• Graphs
• Visuals

Hands-on experience with HubSpot , including

Deal tracking

CRM updates

Opportunity to develop experience across

• Deal Operations
• CRM Operations
• Business Operations
• Executive Operations
• M&A / Transaction Support

Responsibilities

Deal Pipeline & HubSpot Management — 50%

Own and maintain the deal pipeline in HubSpot CRM

• Deal stages
• Follow-up dates
• Next actions
• Flag urgent or stalled opportunities for leadership
• Ensure no deal or important communication is overlooked
• Keep leadership informed of priorities and outstanding actions
• Deal Execution & Operations Support — 50%
• Maintain and update Excel and Google Sheets deal trackers

Support the preparation and organization of

• Pitch materials
• Client-facing documents
• Internal deal materials
• Coordinate meetings, calendars, and deal-related calls
• Track action items and ensure timely completion
• Provide general administrative and operational support related to deal execution
• Required Experience & Skills
• Follow-ups
• Pipeline management

Requirements

Intermediate Excel / Google Sheets skills, including

• Formatting
• Templates
• Basic data handling
• Reporting
• Strong written English communication skills
• Ability to independently manage professional follow-ups
• Excellent attention to detail and organizational skills
• Comfortable managing repetitive follow-ups over long deal cycles
• Strong execution discipline and reliability
• Ability to work during EST business hours
• Must be based in South Africa or Latin America

Exposure to

• Finance
• M&A
• Investment banking
• Deal-based environments
• Experience supporting founders or senior executives
• Familiarity with pitch decks and client-facing materials
• Experience creating simple charts and data visualizations
• Familiarity with HubSpot workflows or CRM automation
• What Makes You a Strong Fit
• You’re exceptionally organized and detail-oriented
• You follow through without needing repeated reminders
• You’re comfortable managing high-volume, repetitive follow-ups
• You notice when deals, tasks, or communications are becoming stale
• You enjoy maintaining clean systems and structured processes
• You communicate professionally and clearly in writing
• You’re dependable with recurring operational work
• You proactively flag issues instead of waiting for someone else to notice them
• What a Typical Day Looks Like
• You’ll start by reviewing HubSpot for new activity, overdue tasks, outstanding follow-ups, and deals requiring attention.
• Throughout the day, you’ll send follow-ups, update deal stages and notes, maintain Excel trackers, coordinate meetings, organize deal information, and prepare reports or materials for leadership.
• You’ll also review the pipeline for anything that has stalled and proactively make sure the appropriate next step happens.
• In short: you keep the deal pipeline clean, organized, and moving so leadership never has to chase updates or wonder what happens next.
• What Success Looks Like
• HubSpot remains clean, structured, and consistently updated
• Follow-ups happen on time without reminders
• No deal, task, or important communication is missed
• Deal trackers and reports remain accurate
• Leadership has clear visibility into priorities and next steps
• Meetings and deal-related coordination happen smoothly
• Long-cycle opportunities receive consistent follow-through
• Key Metrics for Success
• CRM data accuracy and completeness
• Percentage of follow-ups completed on time
• Number of overdue or missed tasks
• Deal pipeline accuracy
• Reporting accuracy and timeliness
• Reduction in stale or unattended opportunities
• Leadership confidence in pipeline visibility and operational execution
• Tools You’ll Use
• HubSpot
• Microsoft Excel
• Google Sheets
• Calendar and scheduling tools
• Internal deal tracking systems
• Why This Role Stands Out
• No sales quotas or sourcing targets
• No complex financial modeling
• Clear, structured responsibilities and measurable outcomes
• High ownership of a valuable deal pipeline
• Direct exposure to leadership and high-value transactions

About the Company

Work directly with leadership in a highly visible role.

Operate at the forefront of AI, marketing, and automation.

Gain exposure across content, growth, outreach, events, and operations.

Significant ownership and creative freedom.

Opportunity to build systems that directly impact business growth.

Fully remote work environment.

Additional Information

Manage consistent follow-up across 6–12 month deal cycles

Keep CRM records accurate and up to date

• Initial Phone Screen
• Video Interview with Pavago Recruiter
• Client Interview
• Offer & Background Verification
• Apply Now

If you’re highly organized, experienced with HubSpot , comfortable working in Excel , and relentless about following through until every task is complete, we’d love to hear from you.

Apply today and become the operational engine that keeps high-value deals organized and moving forward.

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