Virtual Assistant (Administrative Support, CRM & Operations)

Virtual Assistant (Administrative Support, CRM & Operations) – Remote Administrative Support | Executive Assistance | CRM | Scheduling | Operations Position Type: Full-Time, Remote Working Hours: U.S. Client Business Hours About the Role At Pavago, we’re hiring on behalf of one of our clients for a Virtual Assistant to provide reliable administrative, operational, and executive support in a fast-paced remote environment. This is more than a traditional administrative role. You’ll help keep daily operations organized by managing calendars, coordinating meetings, maintaining CRM records, supporting projects, conducting research, and ensuring nothing falls through the cracks. You’ll work closely with business leaders and cross-functional teams, helping streamline workflows and improve operational efficiency. If you’re highly organized, proactive, tech-savvy, and enjoy supporting growing businesses, this role is built for you. What You’ll Own Administrative & Executive Support Manage executive calendars and coordinate meetings using Google Calendar and Microsoft Outlook. Schedule appointments across multiple time zones. Draft, proofread, and send professional emails, memos, and business correspondence. Prepare meeting agendas, take notes, and track action items. Manage inboxes and prioritize communications. CRM & Data Management Maintain accurate records within CRM platforms such as: HubSpot Salesforce Zoho CRM Update customer information, contacts, and activity logs. Organize spreadsheets and business records. Maintain digital filing systems using: Google Drive Dropbox Microsoft SharePoint Prepare reports, summaries, and documentation for leadership. Research & Project Support Conduct online research on competitors, vendors, market trends, and business topics. Compile findings into clear summaries, reports, or presentations. Support ongoing projects and operational initiatives. Handle ad hoc administrative tasks as assigned. Customer & Vendor Coordination Respond to basic customer inquiries or route requests to the appropriate team. Coordinate communication with vendors and external partners. Track outstanding requests and ensure timely follow-up. Maintain professional communication across stakeholders. Operations & Administrative Coordination Assist with invoicing and expense tracking. Support light bookkeeping tasks when required. Update project management platforms such as: Asana Trello Monday.com Notion Help ensure operational workflows remain organized and on schedule. Requirements Must-Have Qualifications Experience 1–2+ years of experience as a: Virtual Assistant Administrative Assistant Executive Assistant Operations Support Specialist Remote Administrative Professional Core Skills Strong proficiency with: Google Workspace Microsoft Office Excellent written and verbal English communication skills. Strong organizational and time-management abilities. Ability to prioritize multiple tasks while meeting deadlines. Comfortable working independently in a remote environment. Reliable high-speed internet connection and dedicated home office. Nice to Have Experience with CRM platforms such as: HubSpot Salesforce Zoho CRM Familiarity with bookkeeping software: QuickBooks Xero Experience supporting: Startups Entrepreneurs Executives Remote-first companies Experience supporting multiple clients or business leaders simultaneously. What Makes You a Strong Fit Highly organized with exceptional attention to detail. Proactive and self-motivated. Excellent communicator with a professional attitude. Quick learner who adapts easily to new software and processes. Strong problem-solving skills. Reliable, resourceful, and able to work with minimal supervision. What a Typical Day Looks Like Review your inbox and calendar to prioritize daily tasks. Schedule meetings and coordinate appointments. Update CRM records and maintain documentation. Prepare reports, spreadsheets, and presentations. Conduct online research for ongoing projects. Follow up with vendors, clients, and internal teams. Support executives with operational and administrative tasks. In short: You keep operations organized, executives supported, and day-to-day business running efficiently. Key Metrics for Success (KPIs) Accurate and timely completion of assigned tasks. Calendar accuracy with zero scheduling conflicts. Clean and organized CRM and documentation. Fast response times and professional communication. Positive feedback from leadership and clients. Consistent operational reliability and follow-through. Why Join Us? Fully remote work environment. Work closely with business leaders and growing companies. Exposure to a variety of business functions and operational workflows. Opportunity to build expertise in executive support, operations, and project coordination. Career growth opportunities into: Executive Assistant Operations Coordinator Chief of Staff Project Coordinator Operations Manager Interview Process Application Review Spark Hire Intro Video (3–5 minutes) Recruiter Interview Practical Task (Calendar, Inbox, or Research Exercise) Client Interview Offer & Onboarding 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 an organized, proactive Virtual Assistant who enjoys keeping operations running smoothly, supporting busy professionals, and ensuring every detail is handled with care, we’d love to hear from you. Apply today and become the dependable support behind a high-performing remote team.