Executive Assistant - Sales Department

Key Responsibilities

Sales Initiatives and Execution

• Support the Head of Sales in organizing and executing sales initiatives, projects, and departmental priorities.
• Break assigned initiatives into clear tasks, owners, and deadlines, and track progress through completion.
• Prepare sales materials, presentations, and supporting documents as needed.
• Coordinate with relevant teams to gather information and complete sales-related requirements.
• Flag delays, missing inputs, and items requiring the Head of Sales' attention.

Sales Tracking and Reporting

• Maintain accurate sales trackers, CRM records, and activity reports.
• Track lead and opportunity updates, scheduled calls, pending proposals, and follow-up commitments.
• Consolidate updates from sales team members and highlight overdue actions or missing information.
• Prepare daily and weekly summaries covering sales activity, progress, blockers, and next steps.
• Help keep sales data consistent across reports and internal systems.

Pipeline Coordination Support

• Work closely with Maria to support the tracking and follow-up of accounts across pipeline stages.
• Follow up with assigned account owners for status updates and outstanding actions.
• Document next steps, responsible owners, and target completion dates.
• Assist with handoffs between Sales, Talent Acquisition, Training, Onboarding, and Customer Success.
• Escalate stalled accounts, incomplete handoffs, and unresolved dependencies to Maria or the Head of Sales.

Sales Team Coordination

• Organize sales meetings and prepare relevant updates and discussion points.
• Record decisions and action items, distribute meeting notes, and follow up on commitments.
• Assist with scheduling client calls, internal discussions, and sales reviews.
• Maintain organized sales documentation, templates, and process guides.
• Identify practical ways to improve tracking, communication, and follow-through.

Qualifications

• At least 2 years of experience in sales support, sales coordination, operations coordination, or a similar role.
• Experience maintaining sales trackers, updating CRM records, and preparing reports.
• Strong organizational skills and attention to detail.
• Excellent written and verbal English communication skills.
• Confidence in following up with stakeholders and escalating delays professionally.
• Ability to manage multiple priorities and complete tasks with minimal supervision.
• Proficiency in Google Workspace or Microsoft Office, particularly spreadsheets and presentations.
• Discretion when handling confidential client and business information.

Preferred Qualifications

• Experience in staffing, outsourcing, virtual assistant services, SaaS, or a similar service business.
• Familiarity with sales pipelines, account handoffs, and coordination across departments.
• Experience using project management tools such as ClickUp or Asana.
• Ability to use AI tools for drafting, meeting summaries, and reporting while checking accuracy.