Executive Sales Assistant

Kaiterra; Philippines; Hybrid; PHP 600,000 - 900,000; Full time

Job summary

Kaiterra is seeking an Executive Sales Assistant (ESA) to be the operational engine for our sales team in the Philippines. You will ruthlessly protect AEs' time and own the entire operational backend of the sales cycle, enabling AEs to focus on client strategy and closing deals.

This hybrid role combines sales operations, deal coordination, and project management. You will build processes, draft proposals, and ensure smooth handoffs to Customer Success for complex deployments.

Qualifications

• 3–5 years in a fast-paced sales support or operations role.
• Experience in B2B SaaS, tech, or complex hardware/software with long sales cycles.
• Expert-level proficiency in a CRM (HubSpot preferred).
• Experience drafting proposals, SOWs, or technical quotes.
• Strong project management to own the post-sales lifecycle and coordinate cross-functional teams.
• Excellent English communication across departments and with enterprise clients.

Responsibilities

• Act as the primary project manager for all open deals in the pipeline; coordinate with Legal, Finance, and Logistics to secure approvals and push contracts forward.
• Intercept internal questions from other departments so the AEs aren’t distracted by non-sales pings.
• Draft initial drafts for proposals and RFQs based on AE guidance; perform initial solution design and device mapping.
• Manage the 'Closed Won' process and hand over to the Customer Success team with complete context.
• Maintain 100% accurate deal information including stages, close dates, and PO numbers.
• Log discovery notes, map stakeholders, and document follow-ups within 24 hours of an AE’s meeting.
• Manage client-facing logistics for scheduling, document routing, and tracking.
• Identify bottlenecks in the sales process and work with Head of Enablement to build reusable assets (templates, FAQs, matrices).
• Own post-sales lifecycle coordination, on-site logistics, handoffs, and cross-team alignment to deployments.

Skills

Executive coordination

Cross-functional collaboration

Project management

Attention to detail

Tools

HubSpot CRM

Job description

We spend 90% of our time indoors, where air quality directly impacts our health, well-being, and overall comfort. At Kaiterra, we believe that our buildings should not only be safe and healthy but also enhance the quality of life for those inside them. That’s why we create innovative environmental monitoring devices and intelligent software analytics , combined with world-class professional consultation services , to help leading companies worldwide transform their built environments.

About the Role:

As an Executive Sales Assistant (ESA) , you are the operational engine and project manager for our sales team. Your primary directive is simple: Ruthlessly protect the Account Executives' (AEs) time. This is not a traditional passive data-entry role. You will own the entire operational backend of the sales cycle, enabling our AEs to focus 100% of their bandwidth on client-facing strategy and closing. You are the CRM expert, the cross-functional wrangler, and the AE's indispensable right-hand.

This is not a traditional administrative role. It is a high-impact, hybrid position that blends sales operations, deal coordination, and project management . It's ideal for someone who loves execution, building efficient processes, and helping drive complex, high-value deals over the finish line.

Who You Are (The Profile)

• The "Engine Room" Executor: You have impeccable detail-orientation. You don't just "take notes"; you capture action items, draft the quotes, and chase down the PO numbers. Nothing falls through the cracks.
• The Triage Master: You have excellent judgment. You know the difference between a minor logistical question that you can solve immediately, and a strategic deal-blocker that requires the AE’s attention.
• The Process Enforcer: You are a natural system-builder who thrives on accountability. If a deal is stuck in Legal or Customer Success, you don't wait for the AE to notice - you proactively chase the bottleneck and clear it.

What You Will Do

1. Cross-Functional Deal Orchestration

• Act as the primary project manager for all open deals in the pipeline. Coordinate directly with Legal, Finance, and Logistics to secure approvals and push contracts forward.
• Intercept internal questions from other departments (Customer Success, Logistics) so the AEs aren't distracted by non-sales pings.
• Draft initial drafts for proposals, and RFQs based on AE guidance. Perform initial solution design and device mapping.
• Manage the "Closed Won" process effortlessly. Ensure all documentation and client context is perfectly packaged and handed over to the Customer Success team.
• Maintain 100% accurate and up-to-date deal information. You ensure deal stages, close dates, and PO numbers reflect reality.
• Log discovery notes, map out stakeholders, and document key follow-ups within 24 hours of an AE's meeting.

3. Administrative Leverage & Process Optimization

• Manage all client-facing logistics for scheduling, document routing, and tracking.
• Proactively identify bottlenecks in the sales execution process and work with the Head of Enablement to build and maintain a library of reusable sales assets (proposal templates, FAQ docs, process matrices) to help the team move faster.

What You'll Bring (Requirements)

• A minimum of 3-5 years in a fast-paced sales support, deal desk, sales operations, or complex project coordination role.
• Demonstrated experience within a B2B SaaS, tech, or complex hardware/software company with long sales cycles is mandatory.
• Expert-level proficiency in a CRM (HubSpot is preferred).
• Provable experience drafting complex proposals, SOWs, or technical quotes.
• Exceptional project management skills: You have a demonstrated ability to own the post-sales lifecycle. You know how to coordinate on-site logistics, manage handoffs, and align technical support teams to keep complex deployments perfectly on track.
• Excellent English communication skills: You must be able to confidently manage peer relationships across departments and communicate professionally with enterprise clients.

Why You'll Succeed Here

• "Leave this with me" is your catchphrase: You have a high sense of urgency and extreme ownership. You follow through every single time.
• Resilience: You thrive under pressure and are not flustered by last-minute changes. You find solutions, not problems.

Kaiterra is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All employment decisions are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status.