Virtual Assistant (VA) – Admin Support, CRM & Scheduling

Virtual Assistant (VA) – Admin Support, CRM & Scheduling | Remote | U.S. Hours Position Type: Full-Time, Remote Working Hours: U.S. Client Business Hours About the Role At Pavago, one of our clients is hiring a dependable and highly organized Virtual Assistant (VA) to provide day-to-day administrative and operational support. This is a hands-on support role for someone who enjoys keeping calendars, communication, records, tasks, and projects organized. You’ll work across scheduling, CRM management, research, documentation, vendor coordination, and general business operations. If you’re proactive, detail-oriented, tech-savvy, and reliable , this role is a strong fit. What You’ll Own Administrative & Executive Support Keep daily administrative workflows organized and moving. You’ll: Manage calendars and schedule meetings Coordinate appointments across multiple time zones Monitor scheduling conflicts and make adjustments Draft and send professional emails, memos, and documents Prepare meeting notes and action items Track follow-ups and outstanding tasks Support general administrative requests Tools may include: Google Calendar Microsoft Outlook Google Workspace Microsoft Office CRM & Data Management Maintain accurate and organized business records. You’ll: Update customer and contact information Maintain CRM records and pipeline data Enter and clean data Update spreadsheets and trackers Organize notes and activity records Ensure information remains accurate and up to date Experience with platforms such as HubSpot, Salesforce, or Zoho CRM is a plus. Document & File Management Maintain organized digital records and documentation. You’ll: Organize folders and documents Maintain consistent file naming and storage Prepare reports, summaries, and business documents Keep important information easy to locate Support document formatting and organization Tools may include: Google Drive Dropbox Microsoft SharePoint Research & Task Execution Support leadership and teams with research and ad hoc projects. You’ll: Conduct online research Research competitors, vendors, products, or market information Organize findings into clear summaries Prepare spreadsheets, reports, or presentations Complete recurring and one-off administrative tasks Support small projects through completion Customer & Vendor Coordination Help maintain smooth communication with external stakeholders. You’ll: Respond to basic customer or client inquiries Route requests to the appropriate team member Communicate professionally with vendors Follow up on outstanding requests and deliverables Track open items until completion Maintain clear communication records Operations & Project Support Support everyday operational workflows, including: Updating project trackers Tracking deadlines and deliverables Following up with team members Assisting with invoicing and expense tracking Supporting light bookkeeping when required Maintaining task and project documentation Tools may include: Asana Trello Notion Monday.com What Makes You a Strong Fit You: Are highly organized and detail-oriented Communicate clearly in writing and verbally Follow through without requiring constant reminders Can manage several priorities simultaneously Learn new software and systems quickly Take initiative when something needs attention Are comfortable working independently Maintain professionalism with clients and stakeholders Can adapt quickly when priorities change Required Experience & Skills 1–2+ years of experience in: Virtual assistance Administrative support Executive support Remote operations Strong proficiency with: Google Workspace Microsoft Office Experience with calendar and scheduling management Strong written and verbal English communication Excellent organization and time-management skills Strong attention to detail Ability to work independently in a remote environment Ability to manage multiple tasks and deadlines Reliable high-speed internet and professional remote work setup Availability during U.S. business hours Nice to Have Experience with: HubSpot Salesforce Zoho CRM QuickBooks Xero Asana Trello Notion Monday.com Google Drive Dropbox SharePoint Additional experience supporting: Founders or executives Startups Entrepreneurs U.S.-based businesses Remote or distributed teams Multiple clients or stakeholders What a Typical Day Looks Like You might: Review the inbox and calendar for urgent priorities Schedule meetings and resolve calendar conflicts Draft and respond to emails Update CRM records and spreadsheets Organize files and documents Prepare reports or presentations Research vendors, competitors, or business information Follow up with clients or vendors Update project management tools Track outstanding tasks and deadlines Support ad hoc requests from leadership In short: You ensure daily operations stay organized, communication remains timely, and nothing falls through the cracks. Key Metrics for Success Task accuracy and on-time completion Calendar and scheduling accuracy Responsiveness during working hours CRM and data accuracy Clean and organized documentation Timely completion of follow-ups Client and stakeholder satisfaction Reliability and consistency of administrative support Why This Role Stands Out Broad exposure to business operations Opportunity to work closely with U.S.-based businesses and leadership High ownership over day-to-day execution Fully remote work environment Exposure to modern CRM, productivity, and project management tools Strong career progression into: Senior Virtual Assistant Executive Assistant Project Coordinator Operations Coordinator Operations Manager Interview Process Initial Phone Screen Spark Hire Intro Video Video Interview with Pavago Recruiter Practical Task – Calendar/inbox management or research scenario Client Interview Offer & Background Verification Apply Now If you: Are highly organized and dependable Enjoy supporting teams and keeping operations running smoothly Have strong administrative, scheduling, and communication skills Learn new systems quickly Take ownership and follow through consistently This is a strong opportunity to become a trusted support partner for a growing business while developing your career in administration and operations. #VirtualAssistant #RemoteVA #AdministrativeAssistant #AdminSupport #ExecutiveSupport #CRM #RemoteJobs #OperationsSupport #RemoteWork #VirtualAssistantJobs