Sales Assistant

Sales Assistant

Position Type: Full-Time, Remote
Location: Remote
Working Hours: U.S. Business Hours

About the Role

We’re hiring a highly organized and detail-oriented Sales Assistant to support day-to-day sales operations, CRM management, scheduling, reporting, and client communication.

This role plays a critical part in keeping the sales pipeline organized and ensuring Account Executives and sales teams can focus on closing deals and building client relationships.

You will manage CRM updates, coordinate meetings, prepare proposals and sales materials, track follow-ups, and support cross-functional communication across sales, marketing, finance, and operations.

The ideal candidate is proactive, reliable, and highly organized with strong communication skills and the ability to thrive in fast-moving sales environments.

This is not just an administrative role — we’re looking for someone who helps improve sales efficiency, keeps processes moving, and ensures no opportunity slips through the cracks.

What You’ll Own

CRM Management & Pipeline Support

• Maintain accurate and up-to-date CRM records across leads, contacts, deals, and opportunities
• Update pipeline stages, notes, and activity tracking in systems such as HubSpot, Salesforce, Zoho, or Pipedrive
• Identify and clean duplicate, incomplete, or outdated records
• Support overall CRM hygiene and sales process organization

Scheduling & Coordination

• Schedule sales calls, demos, follow-ups, and internal meetings across multiple time zones
• Coordinate calendars using Google Calendar, Outlook, Calendly, or similar tools
• Ensure sales representatives are fully prepared with the right materials before meetings
• Manage reminders, confirmations, and scheduling changes efficiently

Proposal & Sales Document Support

• Draft, format, proofread, and organize proposals, quotes, presentations, and sales collateral
• Support RFP/RFI preparation and template management
• Create visually organized materials using Google Slides, PowerPoint, Canva, or similar tools
• Maintain organized records of contracts and sales-related documentation

Reporting & Sales Operations

• Generate weekly and monthly sales reports and pipeline summaries
• Track KPIs such as pipeline movement, conversion rates, and sales activity
• Maintain dashboards and reporting trackers for leadership visibility
• Assist with sales forecasting and operational reporting support

Communication & Follow-Up

• Draft follow-up emails, meeting recaps, reminders, and client communication
• Support inbound lead routing and prospect coordination
• Ensure timely communication between prospects, sales reps, and internal teams
• Maintain professional and organized communication throughout the sales process

Cross-Functional Coordination

• Collaborate with marketing, finance, and operations teams to support sales workflows
• Coordinate approvals, contracts, and handoffs between departments
• Help maintain a smooth customer experience from lead to onboarding

What Makes You a Great Fit

• You are highly organized and process-oriented
• You proactively follow up and keep workflows moving
• You pay close attention to detail and accuracy
• You communicate professionally and clearly
• You thrive in fast-paced sales environments
• You enjoy supporting teams and improving operational efficiency

Required Experience & Skills

• 1–2 years of experience in sales support, administrative support, or operations roles
• Familiarity with CRM systems such as HubSpot, Salesforce, Zoho, or Pipedrive
• Strong proficiency with Google Workspace or Microsoft Office
• Excellent written communication and organizational skills
• Experience coordinating schedules, meetings, and follow-ups
• Strong multitasking and prioritization abilities

Preferred Experience

• Experience supporting B2B sales teams or Account Executives
• Familiarity with proposal preparation and sales collateral creation
• Experience with lead generation or SDR/BDR workflows
• Background in SaaS, agencies, professional services, or sales-driven environments
• Basic reporting or spreadsheet analysis experience (Pivot Tables, dashboards, KPI tracking)

What a Typical Day Looks Like

A Sales Assistant’s day revolves around keeping the sales process organized, efficient, and moving forward. You will:
• Update CRM records and maintain pipeline accuracy
• Coordinate meetings, demos, and sales follow-ups
• Prepare proposals, decks, and sales documentation
• Generate reports and update sales dashboards
• Follow up with prospects and internal teams
• Support lead routing and communication workflows
• Assist Account Executives with day-to-day operational support

In short: you keep the sales engine organized, efficient, and fully supported so the team can focus on revenue generation.

Key Metrics for Success (KPIs)

• CRM accuracy and cleanliness
• On-time scheduling and follow-up completion
• Error-free proposals and sales documentation
• Timely and accurate reporting
• Positive feedback from sales leadership and Account Executives
• Consistent support of pipeline movement and operational efficiency

Interview Process

• Initial Phone Screen
• Video Interview with Pavago Recruiter
• Practical Task (CRM Cleanup + Proposal Exercise)
• Client Interview
• Offer & Background Verification

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