Executive Sales Assistant

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Oversee client and lead follow-up communications via email, messaging platforms, and CRM systems.

• Take proactive measures in responding to inquiries and ensuring timely communication loops.

• Establish and manage group chats and communication channels effectively.

• Send introductions, nurture cold or inactive leads, and follow up on incoming messages.

• Manage the leadership’s calendar, scheduling internal and external meetings, appointments, demos, and calls.

• Coordinate time zones and meeting objectives, while identifying and resolving scheduling conflicts.

• Prioritize and triage leadership and WorkStackOS inboxes based on urgency.

• Compose, send, and follow up on emails, organizing and flagging items that require leadership's attention.

• Maintain records of contacts, deals, lead sources, lead stages, meeting notes, sales trackers, and operations trackers.

• Prepare performance summaries and provide updates on meeting statuses and follow-ups.

• Assist with client onboarding by sending thank-you messages, drafting contracts, creating shared channels, and scheduling kickoff calls.

• Prepare kickoff documentation and monitor action items on shared task boards.

• Follow up on unfinished tasks and ensure team accountability to commitments.

• Act as the communication hub between leadership, the team, and external partners.

• Relay updates, decisions, and next steps in a timely manner.

• Organize and manage documents, filing, record-keeping, process documentation, SOP updates, and vendor/service coordination.

• Arrange travel logistics including flights, accommodations, and other necessities.

• Handle personal administrative tasks and manage document retrieval, organization, and submission.

• Address ad-hoc business and personal support requests.

⛳️ Requirements

• Exceptional communication skills with clients, leadership, and teammates across various channels.

• Maintain high performance standards and demonstrate strong ownership.

• Highly capable and self-sufficient; requires minimal supervision.

• Proficient in AI technologies at Level 2+, including the creation and management of AI Agents, Skills, and automations.

• Experience with tools like ChatGPT, Claude, Gemini, and Perplexity.

• Knowledge of prompt engineering.

• Familiarity with CRM, automation, and communication platforms.

• Preferred experience in AI engineering or AI-enabled sales/operations workflows.

• API or webhook integration experience is highly advantageous.

• Familiarity with JSON coding or low-code/no-code platforms is preferred.

• Knowledge of project management and process-building is highly desirable.

• Experience with CRM automation, particularly GoHighLevel, is preferred.

• GoHighLevel certification or training is a significant plus.

• Familiarity with tools such as N8N, Make.com, Zapier, GitHub, Slack, ClickUp, and HubSpot as applicable.

• Availability from 10am to 6pm PST with responsive communication during business hours.

• Professional setup including a clean background, good camera, quality microphone, and reliable Wi-Fi.

• Business-casual attire during meetings.

🏝️ Benefits

• Permanent remote work setup.

• 13th month bonus.

• Coverage for health, dental, and mental health.

• Performance-based raises and bonuses.

• Clear growth opportunities and increased responsibilities.

• Opportunity to make a ground-floor impact on company systems and decision-making.