Virtual Assistant - Work From Home

About the Role

The Virtual Assistant will provide executive, administrative, and operational support to help a business manage daily activities, communication, and projects. This is a full-time, remote position with working hours aligned with U.S. client business hours.

The role requires a proactive, organized, and reliable professional who can manage competing priorities, maintain accurate records, coordinate with clients and vendors, and ensure tasks and follow-ups are completed on time. The Virtual Assistant will work directly with founders and decision-makers, supporting a range of business functions.

Key Responsibilities

• Manage calendars, meetings, and scheduling across time zones.
• Coordinate calls and organize daily schedules.
• Draft and send professional emails, documents, and other communications.
• Prepare meeting notes and track follow-up actions.
• Update and maintain records in HubSpot, Salesforce, and Zoho CRM.
• Manage spreadsheets and operational trackers.
• Organize digital files using Google Drive, Dropbox, and SharePoint.
• Conduct online research on competitors, vendors, and market trends.
• Prepare structured research summaries and presentations.
• Support ad hoc requests and project-based tasks.
• 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 items, and coordinate meeting logistics.
• Prepare documents, reports, and summaries for ongoing projects.
• Send end-of-day updates and help organize 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 manage multiple tasks without missing deadlines.
• Clear and professional communication skills.
• A proactive approach to identifying needs and completing tasks.
• Reliability, responsiveness, and accountability during working hours.
• A reliable 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 managing support for multiple clients or executives.

Work Arrangement

• Full-time, remote position.
• Working hours aligned with U.S. client business hours.

Performance Expectations

Performance will be evaluated based on the accuracy and timeliness of completed tasks, efficient calendar and inbox management, meeting and deadline adherence, organized systems and documentation, responsiveness during working hours, and feedback from clients and stakeholders.

Growth Opportunities

The role offers ownership and visibility across business operations, exposure to multiple business functions, structured workflows, and opportunities to develop toward operations or executive support roles. The position also involves direct interaction with founders and decision-makers.

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.