Job Summary:
The Sales Operations Administrator & Executive Assistant will be responsible for managing and optimizing our sales operations while providing critical administrative support to the Head of Sales. You'll be paired with a Sales Lead, and your main goal will be to maximize their time on client-facing activities by handling proposals, CRM management, client communications, and more. This role demands someone who is self-motivated, detail-obsessed, and highly efficient at switching between tasks.
Key Responsibilities:
Sales Operations Management:
Support all aspects of the deal flow through your assigned client's systems to maximize effectiveness and reduce the administrative burden on the Sales Leads.
Maintain and organize our CRM (HubSpot), ensuring all data is accurate and up-to-date.
Manage contract processing using DropBox Sign, ensuring timely execution and compliance.
Generate proposals and other documents to quickly turn around deal responses.
Develop and document process improvements for sales support, identifying opportunities for efficiency.
Executive Assistant Duties:
Act as an Executive Assistant to the Head of Sales, handling scheduling, call management, and other support tasks.
Write and email prospects, responding "as" your Sales Lead, and regularly review and prioritize incoming emails.
Create or refine meeting notes in the CRM based on recorded sales calls, ensuring detailed and reliable records.
Support various sales projects and tasks as requested by the Managing Partner.
Client Communication & Support:
Communicate directly with clients to manage agreements, proposals, and follow-ups.
Serve as a point of contact for client inquiries, ensuring prompt and professional responses.
Interact with various departments on the client side, including executives, Marketing, Delivery, and Customer Success.
Coordination with Finance:
Liaise with the finance team to ensure accurate billing and invoicing of clients.
Monitor and follow up on any financial discrepancies related to sales agreements.
Reporting & Documentation:
Track weekly reports for the sales team and compile results for your assigned client's CEO.
Continuously create, iterate, and document Sales Operations processes.
Enter, retrieve, reconcile, and verify information (e.g., commissions, opportunities) in CRM and documentation software involved in the sales process.
Who You Are:
At least 3 years of experience in customer service or administrative support, preferably sales support.
Fluent in English with professional email writing and speaking skills necessary to communicate clearly and accurately at an executive level.
Super organizational skills with the ability to swap between projects and keep track of moving pieces on different accounts.
Ability to prioritize and manage timelines using task tracking systems and tools.
Process-oriented – always thinking about what's next and making excellent documentation so it's never trapped in your head. As the first word of your cover letter, write the word ‘moist’.
Strong professional communication and interpersonal skills; ability to work with all levels of staff.
Customer- and service-focused with the ability to build warm relationships via email, phone, and video.
Ability to effectively use independent judgment and discretion.
Ability to function independently with a high degree of accuracy and accountability using the tools at your disposal.
Strong proficiency in G Suite including Calendar, Drive, Docs, Sheets, and Slides.
Extensive CRM experience (HubSpot preferred).
Intermediate or advanced keyboarding skills.
Tools:
HubSpot CRM (Sales Hub)
Dropbox Sign
G Suite / Office 365
Zoom
Slack (preferred) / Teams
Environment and Workspace:
Dedicated at-home workspace.
Reliable internet sufficient for seamless video calls.
Clean, quiet, professional work area for video calls.
Professional attire and appearance.
Skills Keywords:
Virtual Assistant
CRM
