Virtual Assistant at Pavago

About the Role

• We’re hiring a Virtual Assistant (VA) to support daily operations, communication, and execution across a fast-moving business.
• This is not a basic admin role — you will act as a remote operations partner, helping the client stay organized, responsive, and focused on high-value work.
• If you’re someone who is organized, proactive, and reliable, this role is built for you.

What You’ll Own
Administrative & Executive Support (Primary Focus)

• Manage calendars, meetings, and scheduling across time zones
• Coordinate calls and ensure smooth daily planning
• Draft and send professional emails, documents, and communications
• Prepare meeting notes and track follow-ups

Data & CRM Management
Update and maintain records in:

• HubSpot
• Salesforce
• Zoho CRM
• Manage spreadsheets and operational trackers

Organize digital files in:

• Google Drive
• Dropbox
• SharePoint

Research & Task Execution

Conduct online research:

• Competitors
• Vendors
• Market insights

Turn research into:

• Structured summaries
• Presentations
• Support ad hoc and project-based tasks

Customer & Vendor Coordination

• Respond to basic client inquiries or route appropriately
• Communicate with vendors and track outstanding items
• Ensure follow-ups are completed on time

Operations & Project Support
Assist with:

• Invoicing and expense tracking
• Light bookkeeping (if required)
• Update project management tools:
• Trello
• Asana
• Notion
• Monday.com

What Makes You a Strong Fit

• You are highly organized and detail-oriented
• You can manage multiple tasks without dropping the ball
• You communicate clearly and professionally
• You are proactive and don’t wait for instructions
• You are reliable, responsive, and accountable

Required Experience & Skills

• 1–2 years experience as a:
• Virtual Assistant
• Administrative Assistant
• Operations Support role

Proficiency in:

• Microsoft Office
• Google Workspace (Docs, Sheets, Gmail, Calendar)
• Strong time management and multitasking ability
• Reliable internet and remote work setup

Nice to Have

• CRM experience:
• HubSpot / Salesforce / Zoho CRM
• Familiarity with:
• QuickBooks / Xero
• Experience supporting:
• Founders
• Startups
• Remote teams
• Managing multiple clients or executives

What a Typical Day Looks Like

• Review calendars and inboxes, prioritize urgent items
• Schedule meetings and coordinate logistics
• Update CRM records and trackers
• Prepare documents, reports, or summaries
• Conduct research for ongoing projects
• Follow up with vendors or clients
• Send end-of-day updates and prep for next day

In short:

You ensure everything runs smoothly and nothing falls through the cracks.

Key Metrics (KPIs)

• Tasks completed accurately and on time
• Calendar & inbox management efficiency
• No missed meetings or deadlines
• Clean, organized systems and documentation
• Strong responsiveness during working hours
• Positive feedback from clients and stakeholders