About the Role:

The Executive Sales Assistant provides high-level administrative and sales support to the President by coordinating projects, maintaining sales operations, and assisting with financial administrative tasks. This role serves as a key partner in ensuring projects stay on track, customer relationships are well managed, and administrative processes are completed accurately and efficiently.

Success in this role requires exceptional organization, outstanding communication skills, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate is proactive, detail-oriented, and takes ownership of tasks from start to finish while maintaining professionalism and confidentiality.

Key Responsibilities

• Coordinate projects by setting up new initiatives, scheduling meetings, maintaining action-item lists, and tracking project progress
• Organize files, collect updates from stakeholders, and prepare project status reports
• Research prospective clients and support business development efforts
• Maintain accurate and up-to-date CRM records
• Prepare meeting briefs and coordinate follow-up activities after sales meetings
• Assist with proposals, presentations, and other sales support materials
• Prepare approved invoices and support accounts receivable activities
• Monitor outstanding balances and send payment reminders as directed
• Organize bookkeeping documentation and support routine financial administrative processes
• Manage executive calendars, priorities, and administrative requests as assigned
• Spend approximately 25–50% of each shift handling phone-based communication

Qualifications & Skills

Important Skills:

• Exceptional organizational and project coordination skills
• Strong executive administrative support experience
• Excellent written and verbal communication skills
• Ability to manage multiple priorities while meeting deadlines
• Outstanding follow-through with the ability to independently close the loop on tasks
• Strong customer service and relationship management skills
• Experience maintaining CRM systems, preferably HubSpot
• Proficiency with Microsoft 365, including Outlook, Teams, Excel, Word, PowerPoint, SharePoint, and OneDrive
• Experience using project management software
• Experience with QuickBooks Online
• Ability to research prospects and prepare professional sales materials
• Comfortable using AI tools such as ChatGPT to assist with research and first drafts
• Canva experience is a plus
• High attention to detail, accuracy, and confidentiality

Ideal Personality & Mindset:

• Highly organized and dependable
• Proactive with excellent initiative
• Strong sense of ownership and accountability
• Detail-oriented with exceptional follow-through
• Professional and discreet when handling confidential information
• Collaborative and service-oriented
• Adaptable and resourceful in a fast-paced environment
• Continuous learner who embraces technology and process improvements

Tools & Technologies

• Microsoft 365 (Outlook, Teams, Excel, Word, PowerPoint, SharePoint, OneDrive)
• Project management software
• CRM (HubSpot preferred)
• LinkedIn
• QuickBooks Online
• Canva
• ChatGPT and other AI productivity tools

Skills requirements:

• Excellent English verbal and written communication
• Strategic thinker
• Writing and documentation skills
• Must be able to prioritize work
• Courteous and friendly
• Organized and has great attention to detail and quality assurance
• Ability to build trust
• Ability to work independently and manage multiple priorities
• Phone communication skills
• Other skills as required

Software requirement:

• Licensed OS

Hardware requirements:

• 5 MBPS or higher Internet (hardwired / not WIFI). If you don’t have 5 MBPS then you must agree to if selected.
• Private and quiet dedicated home office area
• Modern computer and operating system
• Back-ups in case of power or Telco interruptions
• Good headset and webcam (Preferably noise-canceling headset)

Work Schedule & Environment

• Monday through Friday
• 8:00 AM – 5:00 PM EST
• Remote work environment

Compensation

• $5/hour.
• All raises and bonuses are at the discretion of the client.