Virtual Assistant

Role Summary

• Virtual Assistant (Executive Support & Operations) – Remote
• Executive Support | CRM Management | Operations Coordination
• Position Type: Full-Time, Remote
• Working Hours: U.S. Business Hours (flexible based on client needs)

At 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.

Maintain accurate records across CRM platforms, including

• HubSpot
• Salesforce
• Zoho CRM
• Similar systems

Update spreadsheets and operational databases.

Maintain organized digital files using

• Google Drive
• Dropbox
• Microsoft SharePoint

Ensure information remains accurate, organized, and up to date.

Research & Task Execution

Conduct research on

• Competitors
• Vendors
• Market trends
• Business opportunities

Prepare organized summaries, reports, and presentations.

Support special projects and operational initiatives.

Complete ad hoc tasks independently with minimal supervision.

Client, Vendor & Communication Support

Respond 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 Coordination

Support invoicing, expense tracking, and light bookkeeping (when required).

1–2 years of experience in

• Virtual Assistant roles
• Administrative support
• Executive support
• Operations coordination

Strong proficiency with

Google Workspace

Microsoft Office

Excellent 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.

Experience using CRM platforms such as

• HubSpot
• Salesforce
• Zoho CRM

Familiarity with

QuickBooks

Xero

Experience supporting

• Founders
• Startups
• Remote teams

Experience managing multiple executives or clients simultaneously.

Clear career progression into

• Executive Assistant
• Operations Coordinator
• Project Coordinator
• Operations Manager

Responsibilities

Executive & Administrative Support

• Manage 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 Management

Maintain project trackers using

• Asana
• Trello
• Notion
• Monday.com
• Monitor task progress and ensure operational workflows remain organized.
• Assist with day-to-day operational coordination across teams.

Requirements

Must-Have Qualifications

Tools & Technologies

• Google Workspace
• Microsoft Office
• HubSpot
• Salesforce
• Zoho CRM
• Google Drive
• Dropbox
• Microsoft SharePoint
• Asana
• Trello
• Notion
• Monday.com
• QuickBooks (Preferred)
• Xero (Preferred)
• What Makes You a Strong Fit
• Highly 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 Like
• Review 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 Out
• High ownership and autonomy.
• Broad exposure to executive support, operations, and business coordination.
• Opportunity to work closely with leadership.
• Fully remote work environment.

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

• Initial Phone Screen
• Spark Hire Intro Video (3–5 minutes)
• Final Client Interview
• Offer & Background Verification
• What Happens After You Apply

Right after you apply, you’ll receive an email invitation from Spark Hire to record your Intro Video . This short, self-recorded video is the final step that completes your application and can be recorded whenever it’s convenient for you.

Instead of repeating yourself across multiple screening calls, you’ll introduce yourself once, and your video will be shared with the hiring team. This helps hiring managers evaluate your communication style early, making future interviews more meaningful and reducing unnecessary interview rounds.

Don’t overthink it—you can record your video as many times as you’d like before submitting it. Only your final submission will be reviewed.

Please keep an eye on both your inbox and spam folder for your Spark Hire invitation after submitting your application.

Apply Now

If you’re a proactive, organized, and dependable Virtual Assistant who enjoys supporting executives, managing operations, and keeping businesses running smoothly, we’d love to hear from you. Apply today and become a trusted operational partner within a growing remote team.