Virtual Assistant
Pavago · Panama ·
- Work mode
- Remote
- Employment
- Full time
- Category
- Administration
- Experience
- 2+ years
Virtual Assistant – Executive Support, CRM & Operations
Full-Time | Remote | U.S. Business Hours
About the Role
At Pavago, one of our clients is hiring a highly organized and proactive Virtual Assistant to support executives and teams across administration, CRM management, scheduling, communication, and day-to-day operations.
This is an execution-focused role for someone who takes ownership, communicates professionally, and makes sure nothing falls through the cracks.
You’ll help keep calendars, inboxes, systems, documents, and operational workflows organized while supporting a fast-moving remote team.
What You’ll Do
Executive & Administrative Support
- Manage calendars, meetings, and scheduling across time zones
- Organize inboxes, flag priorities, and draft professional emails
- Prepare meeting notes, documents, and presentations
- Track action items, deadlines, and follow-ups
CRM & Data Management
- Maintain accurate records in HubSpot, Salesforce, Zoho, or similar CRMs
- Update spreadsheets using Google Sheets and Microsoft Excel
- Keep client, lead, and operational data clean and organized
- Manage files across Google Drive, Dropbox, or SharePoint
Operations & Project Support
- Maintain task and project trackers in Asana, Trello, Notion, or Monday.com
- Coordinate with clients, vendors, and internal stakeholders
- Support invoicing, expense tracking, and light bookkeeping when needed
- Follow up on outstanding tasks and ensure deadlines are met
Research & Communication
- Conduct research on vendors, competitors, markets, and business needs
- Turn findings into clear summaries or reports
- Respond to routine client and vendor communication
- Support ad hoc projects and operational requests
What We’re Looking For
- 1–2+ years of Virtual Assistant, Executive Assistant, administrative, or operations experience
- Strong proficiency with Google Workspace and Microsoft Office
- Experience managing calendars, inboxes, documents, and spreadsheets
- Excellent written and verbal English communication
- Strong organization, time management, and attention to detail
- Ability to manage multiple priorities independently
- Reliable internet and availability during U.S. business hours
Nice to Have
- Experience with HubSpot, Salesforce, or Zoho
- Familiarity with QuickBooks or Xero
- Experience supporting founders, executives, startups, or remote teams
- Experience managing multiple clients or executives
- Familiarity with project management tools such as Asana, Trello, Notion, or Monday.com
What Success Looks Like
- Tasks and follow-ups completed accurately and on time
- No missed meetings or scheduling conflicts
- Clean and up-to-date CRM and operational records
- Fast, professional communication
- Organized calendars, inboxes, documents, and workflows
- Leadership can confidently rely on your follow-through
Why Join?
- Fully remote opportunity
- High ownership and autonomy
- Exposure to multiple areas of business operations
- Work directly with executives and growing companies
- Career growth into Executive Assistant, Project Coordinator, or Operations Manager roles
Interview Process
- Application Review
- Spark Hire Intro Video
- Pavago Recruiter Interview
- Client Interview
- Offer & Onboarding
What Happens After You Apply
Qualified candidates will receive a Spark Hire invitation to complete a short Intro Video. This helps us evaluate your communication skills, experience, and overall fit before moving to the interview stage.
Please check your inbox and spam/junk folder for the invitation.
Apply Now
If you’re organized, proactive, reliable, and strong at execution and follow-through, we’d love to hear from you.
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