Virtual Assistant

Job Title: Virtual Assistant (VA)

Position Type: Full-Time, Remote

Working Hours: U.S. client business hours (with flexibility to adjust for client needs)

About the Role:

Our client is seeking a Virtual Assistant to provide reliable administrative and operational support remotely. This role requires a blend of organizational skills, communication ability, and tech-savviness to handle a wide variety of tasks including scheduling, correspondence, data entry, and project support. The Virtual Assistant ensures daily operations are smooth, deadlines are met, and the client is free to focus on higher-value priorities.

Responsibilities:

Administrative Support:

• Manage calendars, schedule meetings, and coordinate calls.
• Draft and send correspondence (emails, memos, documents).
• Prepare meeting notes and track follow-up tasks.

Data & Document Management:

• Enter, update, and maintain records in spreadsheets, CRMs, or project systems.
• Organize and manage digital filing systems (Google Drive, Dropbox, SharePoint).
• Prepare reports or summaries for client review.

Research & Task Execution:

• Conduct online research (competitors, vendors, market information).
• Compile findings into organized summaries or presentations.
• Support small projects and ad hoc requests.

Customer & Vendor Support:

• Respond to basic client inquiries or route them to the right team member.
• Manage vendor communications and follow up on outstanding items.

Operations & Project Support:

• Assist with invoicing, expense tracking, and light bookkeeping (if required).
• Help maintain project plans and update task management systems (Trello, Asana, Notion, Monday.com).

What Makes You a Perfect Fit:

• Organized multitasker who thrives on variety.
• Strong written and verbal communicator.
• Comfortable learning and using new tools quickly.
• Discreet, reliable, and proactive in anticipating needs.

Required Experience & Skills (Minimum):

• 1–2 years of administrative or virtual assistant experience.
• Proficiency in Microsoft Office and Google Workspace.
• Strong time management and organizational skills.
• Reliable internet and ability to work independently.

Ideal Experience & Skills:

• Experience with CRMs (HubSpot, Salesforce, Zoho) or project management tools (Asana, Trello, Notion).
• Familiarity with invoicing, bookkeeping, or light finance support (QuickBooks, Xero).
• Background supporting entrepreneurs, startups, or remote-first teams.
• Multitasking across multiple clients or executives simultaneously.

What Does a Typical Day Look Like?

A Virtual Assistant’s day revolves around keeping operations organized and providing responsive support. You will:

• Check calendars and inboxes, responding to urgent emails or scheduling requests.
• Update records in CRMs, spreadsheets, or shared drives.
• Prepare documents or presentations for meetings.
• Conduct light research for projects or upcoming initiatives.
• Follow up with vendors or clients to ensure tasks are completed.
• Wrap up the day by reviewing to-do lists, sending status updates, and preparing next-day priorities.

In essence: you are the remote operations partner ensuring nothing slips through the cracks.

Key Metrics for Success (KPIs):

• Tasks completed accurately and on time.
• Calendar and inbox management efficiency (no missed appointments, timely responses).
• Positive feedback from clients and stakeholders.
• Organized, accurate records and documentation.
• Responsiveness and availability within agreed service windows.

Interview Process:

1. Initial Phone Screen
2. Video Interview with Pavago Recruiter
3. Practical Task (e.g., manage a mock inbox/calendar or compile a short research summary)
4. Client Interview with Hiring Manager/Executive
5. Offer & Background Verification