Virtual Sales Executive Assistant
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Job Description
Remote Sales Executive Assistant managing client pipelines, outreach, proposals, and CRM workflows. Supporting VaVa Virtual Assistants’ clients across nonprofit, legal, coaching, and finance industries.
Responsibilities:
- Represent VaVa Virtual Assistants positively and professionally in all interactions
- Manage day-to-day sales support and learn each client's offer, ideal customer, and sales process
- Manage sales inboxes, prioritize prospect replies, draft responses, and ensure inquiries receive responses
- Conduct personalized LinkedIn and cold email outreach and maintain follow-up cadences and automations
- Build, clean, deduplicate, enrich, and verify prospect lists using prospecting tools and AI-assisted workflows
- Maintain CRM records and prospect spreadsheets, including notes, pipeline stages, follow-up tasks, and data analysis
- Qualify prospects against ideal customer profiles and route qualified prospects to clients or sales teams
- Prepare, send, and follow up on proposals, RFPs, and sales agreements through e-signature
- Prepare pitch decks and presentations and maintain sales collateral and email template libraries
- Schedule and coordinate sales calls across time zones, prepare research briefs, log notes, and send follow-ups
- Draft, edit, and proofread sales emails, follow-up sequences, and nurture messages in the client's voice
- Support networking outreach, podcast and speaking bookings, partner follow-up, and referral programs
- Deliver regular pipeline updates covering stages, response rates, stalled deals, and client-defined metrics
- Hand off new customers to onboarding and update the CRM
- Follow CAN-SPAM, do-not-call, and opt-out compliance requirements
- Protect prospect, customer, and client data and use only approved tools
- Handle administrative tasks including calendar management, travel coordination, and document preparation
- Communicate proactively about status, deadlines, and obstacles and collaborate with fellow contractors
Requirements:
- Must reside and be authorized to work in the United States
- At least 3 years of demonstrated experience in sales, sales support, or sales operations
- Direct experience working with a sales leader, founder, or sales team
- At least 1 year of full-time virtual or remote work experience
- Available at least 20 hours per week for high-touch, daily client support
- Proficiency in Google Workspace, Microsoft Office, Slack, and Zoom
- Proficiency in Excel and Google Sheets, including importing, exporting, cleaning, and analyzing prospect data
- Experience with at least one CRM, such as Salesforce, HubSpot, HoneyBook, or Dubsado
- Experience with at least one email or outreach platform, such as ActiveCampaign, Mailchimp, Flodesk, mail merge tools, or AI inbox tools
- Experience with at least one scheduling tool, such as Calendly or Acuity
- Experience with at least one project management tool, such as Trello, Asana, ClickUp, Notion, or Monday.com
- Experience with at least one prospecting tool, such as Apollo.io, Hunter.io, ZoomInfo, or LinkedIn Sales Navigator
- Demonstrated experience with LinkedIn and cold email outreach, including personalization and follow-up cadence
- Demonstrated experience preparing proposals, RFPs, sales agreements, and pitch decks
- AI literacy for prospect research, outreach drafting, and follow-up, including understanding of data that must not be entered into AI tools
- A degree is not required
- Candidates without a degree should hold at least one relevant sales certification, such as HubSpot Sales Software, Salesforce Certified Associate, Certified Administrative Professional, Microsoft Office Specialist, or equivalent
- Preferred: cold calling experience; AI-assisted lead generation workflows and follow-up automations; e-signature and contract tools; AI notetaker tools; cold email deliverability knowledge; indirect sales channels; SaaS, product-based, or service-based sales experience; marketing and lead generation background
Benefits:
- Independent contractor (1099) arrangement; contractors manage their own taxes, benefits, and business expenses
- Contractor community with regular calls and all-company virtual gatherings
- Daily conversation and project collaboration with the broader VaVa team
- Continued learning and professional growth encouraged
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