Executive Assistant Mid-Senior Level

Position Overview:

The company is looking for a detail-oriented and proactive Executive Assistant to support the Executive Director and Chief Sales Officer. This individual will play a critical role in managing both administrative tasks and key activities related to the company’s sales pipeline. The position involves supporting new and current leads, managing CRM updates, coordinating schedules, and assisting with administrative functions to ensure smooth daily operations.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Support For New and Current Leads: The company receives 140-150 leads per week, of which ~50% will book a 20-minute consultation with the Chief Sales Office. This equates to ~15 calls per day.

• Review and respond to inquiries using templated emails, ensuring all leads receive timely and relevant information.

• Follow up with high-potential prospects after meetings, personalizing templated emails to enhance engagement.

• Review scheduled meetings to confirm participants are properly qualified (e.g., verifying that they are a medical practice).

• Confirm meetings via email, phone, and/or text messaging, ensuring timely communication and confirmation.

• Accepts inbound calls and redirects potential clients to the appropriate department or schedules a meeting for the sales agent

• Adjust appointments as necessary, managing changes in scheduling efficiently.

• Research and assess leads to identify the most promising prospects (training provided).

• Maintain and update CRM system (HubSpot) with relevant lead information.

• Manage and monitor drip email campaigns, ensuring that leads receive appropriate and consistent messaging.

• Attend prospect calls as needed to assist the Executive Director and Chief Sales Officer.

• Maintain accurate records of interactions with prospects in the CRM system, tracking lead progress and opportunities.

• Screen and prequalify incoming leads to ensure a streamlined sales process.

• Work closely with the sales and marketing teams to align on lead generation strategies, feedback, and campaign success

• Continuously research industry trends, target companies, and competitive landscape to identify new sales opportunities.

Administrative Support:

• Manage email inboxes, including organizing and deleting junk emails and following up on unanswered emails with internal teams.

• Interface with key staff members and clients, ensuring smooth communication and coordination.

• Assist in updating internal reports and Standard Operating Procedures (SOPs) as needed.

• Provide administrative support for special projects as directed by leadership.

• Assist with reviewing and updating invoices for the CFO, including outreach to clients to ensure accurate accounting information.

Required Knowledge and Skills:

Key Qualifications include the following.

• Minimum of 4-5 years of experience, including at least 1-2 years supporting an executive or business owner.

• Strong technical aptitude and ability to quickly learn new online tools and applications, including Zoom, CRM (HubSpot), LinkedIn, Google Suite, and Office 365.

• Previous experience using HubSpot CRM is required.

• Experience in creating and managing workflows/email drip campaigns in HubSpot is strongly preferred.

• Intermediate proficiency with Google apps, Microsoft Office (Excel, Word, PowerPoint), and email tools.

• Strong written and oral communication skills, with the ability to interact effectively with team members and clients.

• Problem-solving skills and a high level of initiative to handle challenges independently.

• A "get things done" attitude and the ability to navigate ambiguous situations and “figure it out.”

• Quick learner with the ability to adapt to new tasks and tools efficiently.

• Exceptional attention to detail and organizational skills, ensuring no task is overlooked.

• Strong commitment to personal and professional growth and development.

• Proven reliability, with the ability to work flexible hours (night shift in the Philippines is required).

Shift / Hours:

Monday Friday in one single shift, anytime during the hours of 8:00 AM EST - 5:00 PM EST. Note this is +12 or +13 Philippine time, which will be 8:00 PM PHT 5:00 AM in PHT outside of Daylight Savings Time and 9:00 PM PHT 6:00 AM PHT during DST.