Responsibilities
- Manage and update HubSpot CRM (pipeline tracking, deal stages, notes, tasks)
- Ensure accurate and up-to-date sales records
- Assist with tracking KPIs and sales reporting
- Prepare meeting notes and follow-ups from sales calls
- Monitor deal progress and flag delays or gaps
- Support billing coordination using Anchor (or similar billing system)
- Track invoices and payment status
- Follow up on outstanding items when needed
- Maintain organized financial records related to client billing
- Conduct initial pre-interviews with candidates
- Screen applicants based on defined criteria
- Coordinate interview scheduling
- Communicate next steps clearly to candidates
- Maintain candidate status tracking
- Draft and send professional client emails
- Participate in Zoom calls when needed
- Support client onboarding coordination
- Assist with client engagement initiatives (e.g., sending appreciation gifts, milestone recognition)
- Maintain organized client communication records
- Manage leadership calendar coordination as needed
- Track tasks and deadlines across teams
- Prepare summaries, reports, and internal documentation
- Support process improvements to streamline operations
Requirements
- 2+ years experience in Executive Assistant, Sales Support, or Operations roles
- Experience using CRM systems (HubSpot preferred)
- Strong written and verbal English communication skills
- Comfortable speaking with clients via Zoom and email
- Highly organized with strong follow-through
- Detail-oriented with ability to manage multiple moving parts
- Comfortable working in EST business hours
- Proactive, solution-focused mindset
Nice to Have
- Experience supporting sales or growth teams
- Exposure to billing or invoicing platforms
- Experience in recruitment coordination or pre-screening candidates
- Background in startup or fast-paced remote teams
Work Arrangement
Remote (Worldwide)
Additional Information
- Exclusive commitment required—no part-time or freelance engagements after hire. Conflict-of-interest checks may apply.
- Quality-first: Ensure communication, tracking, and reporting are complete and professional.
- Security: Maintain secure handling of candidate and client information.
- Collaboration: Work with team members via Slack, Zoom, and task boards; follow predictable review cycles.
- Language: English
