About the Role
The Virtual Assistant will provide executive, administrative, and operational support to help a business manage daily activities, communication, and ongoing projects. This is a full-time, remote position working during U.S. client business hours.
The role goes beyond routine administration, requiring someone who can manage competing priorities, maintain organized systems, coordinate with clients and vendors, and ensure tasks and follow-ups are completed on time. The Virtual Assistant will work closely with founders and decision-makers while supporting different areas of business operations.
Key Responsibilities
- Manage calendars, meetings, and scheduling across time zones.
- Coordinate calls and organize daily schedules to keep activities running smoothly.
- Draft and send professional emails, documents, and other communications.
- Prepare meeting notes and track follow-up actions.
- Update and maintain CRM records in HubSpot, Salesforce, and Zoho CRM.
- Manage spreadsheets, operational trackers, and digital records.
- Organize files using Google Drive, Dropbox, and SharePoint.
- Conduct online research on competitors, vendors, and market trends.
- Turn research findings into structured summaries and presentations.
- Support ad hoc requests and project-based assignments.
- Respond to basic client inquiries or direct them to the appropriate person.
- Communicate with vendors and track outstanding items to ensure timely follow-ups.
- Assist with invoicing, expense tracking, and light bookkeeping when required.
- Update project management tools, including Trello, Asana, Notion, and Monday.com.
- Review calendars and inboxes, prioritize urgent tasks, and coordinate meeting logistics.
- Prepare documents, reports, and summaries for ongoing projects.
- Provide end-of-day updates and help prepare priorities for the following day.
Required Qualifications
- 1–2 years of experience as a Virtual Assistant, Administrative Assistant, or in an operations support role.
- Proficiency in Microsoft Office.
- Experience with Google Workspace, including Docs, Sheets, Gmail, and Calendar.
- Strong organizational skills and attention to detail.
- Effective time management and the ability to handle multiple tasks without missing deadlines.
- Clear, professional communication skills.
- A proactive approach to problem-solving and task execution.
- Reliability, responsiveness, and accountability during working hours.
- A stable internet connection and a suitable remote work setup.
Preferred Qualifications
- Experience with HubSpot, Salesforce, or Zoho CRM.
- Familiarity with QuickBooks or Xero.
- Experience supporting founders, startups, or remote teams.
- Previous experience supporting multiple clients or executives.
Work Arrangement and Schedule
- Full-time, remote position.
- Working hours aligned with U.S. client business hours.
Performance Expectations
Success in this role will be measured by the accuracy and timeliness of completed tasks, efficient calendar and inbox management, adherence to meeting schedules and deadlines, organized systems and documentation, responsiveness during working hours, and positive feedback from clients and stakeholders.
Growth Opportunities
The role offers exposure to multiple business functions, direct collaboration with founders and decision-makers, clear expectations and structured workflows, and opportunities to grow into operations or executive support roles.
Interview Process
- Initial phone screening.
- Video interview with a Pavago recruiter.
- Practical task involving a mock inbox and calendar, along with a research assignment.
- Client interview.
- Offer and background verification.