Virtual Sales Executive Assistant

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

📋 Description

• Represent VaVa Virtual Assistants in a positive and professional manner during all interactions.

• Oversee daily sales support activities while gaining familiarity with each client's offerings, target audience, and sales methodologies.

• Manage sales inboxes by prioritizing replies from prospects, drafting responses, and ensuring all inquiries are addressed.

• Perform personalized outreach via LinkedIn and cold emails, maintaining follow-up schedules and automated processes.

• Create, clean, deduplicate, enrich, and validate prospect lists utilizing prospecting tools and AI-driven workflows.

• Keep CRM records and prospect spreadsheets up to date, including notes, pipeline stages, follow-up tasks, and data analysis.

• Assess prospects based on ideal customer profiles and direct qualified leads to clients or sales teams.

• Prepare, send, and follow up on proposals, RFPs, and sales agreements through electronic signatures.

• Develop pitch decks and presentations while maintaining libraries of sales collateral and email templates.

• Schedule and coordinate sales calls across different time zones, prepare research briefs, log notes, and send follow-ups.

• Write, edit, and proofread sales emails, follow-up sequences, and nurturing messages in the client’s voice.

• Assist with networking outreach, bookings for podcasts and speaking engagements, partner follow-ups, and referral programs.

• Provide regular updates on the sales pipeline, covering stages, response rates, stalled deals, and metrics defined by clients.

• Transition new customers to onboarding and update the CRM accordingly.

• Adhere to CAN-SPAM regulations, do-not-call lists, and opt-out compliance requirements.

• Safeguard the data of prospects, customers, and clients, utilizing only approved tools.

• Manage administrative responsibilities, including calendar management, travel arrangements, and document preparation.

• Communicate proactively about the status, deadlines, and challenges while collaborating with fellow contractors.

⛳️ Requirements

• Must reside in and be authorized to work in the United States.

• A minimum of 3 years of proven experience in sales, sales support, or sales operations.

• Direct experience collaborating with a sales leader, founder, or sales team.

• At least 1 year of full-time experience in a virtual or remote work setting.

• Availability of at least 20 hours per week for intensive, daily client support.

• Proficient in Google Workspace, Microsoft Office, Slack, and Zoom.

• Skilled in Excel and Google Sheets, including the ability to import, export, clean, and analyze prospect data.

• Experience with at least one CRM platform, such as Salesforce, HubSpot, HoneyBook, or Dubsado.

• Familiarity with at least one email or outreach tool, such as ActiveCampaign, Mailchimp, Flodesk, mail merge tools, or AI inbox tools.

• Experience with at least one scheduling tool, such as Calendly or Acuity.

• Proficient with at least one project management tool, such as Trello, Asana, ClickUp, Notion, or Monday.com.

• Familiar with at least one prospecting tool, such as Apollo.io, Hunter.io, ZoomInfo, or LinkedIn Sales Navigator.

• Proven experience in LinkedIn and cold email outreach, including personalization and follow-up strategies.

• Demonstrated ability in preparing proposals, RFPs, sales agreements, and pitch decks.

• Understanding of AI for prospect research, outreach drafting, and follow-up, including knowledge of data that should not be entered into AI tools.

• A degree is not mandatory.

• Candidates without a degree should possess at least one relevant sales certification, such as HubSpot Sales Software, Salesforce Certified Associate, Certified Administrative Professional, Microsoft Office Specialist, or equivalent.

• Preferred: experience with cold calling; familiarity with AI-assisted lead generation workflows and follow-up automation; knowledge of e-signature and contract tools; familiarity with AI notetaker tools; understanding of cold email deliverability; knowledge of indirect sales channels; experience in SaaS, product-based, or service-based sales; marketing and lead generation background.

🏝️ Benefits

• Independent contractor (1099) setup; contractors are responsible for their own taxes, benefits, and business expenses.

• Access to a contractor community with regular calls and all-company virtual meet-ups.

• Daily collaboration and conversation with the broader VaVa team.

• Encouragement for continuous learning and professional development.