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.