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)
About the Role
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.
What You’ll Own
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 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).
- 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
Experience
- 1–2 years of experience in:
- Virtual Assistant roles
- Administrative support
- Executive support
- Operations coordination
Core Skills
- 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.
Nice to Have
- Experience using CRM platforms such as:
- HubSpot
- Salesforce
- Zoho CRM
- Familiarity with:
- Experience supporting:
- Founders
- Startups
- Remote teams
- Experience managing multiple executives or clients simultaneously.
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.
- Clear career progression into:
- Executive Assistant
- Operations Coordinator
- Project Coordinator
- Operations Manager
Interview Process
- 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.
