Executive Sales & Client Experience Assistant

Zohorecruit; Polska; Hybrid; PLN 55,000 - 83,000; Part time

Job summary

Zohorecruit is seeking a proactive, highly organized virtual assistant to work closely as a right hand in sales, client relationships, and day-to-day execution. You will help make data fun, approachable, and human by turning ideas into action and keeping things running smoothly.

You’ll manage client contact lists, research contacts, maintain Google Sheets, and coordinate client events—while drafting warm emails and ensuring calendars and follow-ups stay on track.

Qualifications

• Excellent written and spoken English.
• Advanced Google Sheets skills.
• Calendar and scheduling management.
• Excellent attention to detail.
• Experience working with contact lists and data.
• Strong organizational and project-management skills.

Responsibilities

• Manage, clean, and organize large client and prospect contact lists.
• Research agency, brand, and industry contacts.
• Keep contact information accurate and up to date.
• Create and maintain organized Google Sheets.
• Prepare client invitations and manage distribution lists.
• Coordinate client events and experiences.
• Manage guest lists, RSVPs, reminders, and event follow-up.
• Draft warm, natural emails, invitations, and communications.
• Manage calendars, scheduling, and meeting coordination.
• Track sales follow-ups and outstanding action items.
• Help organize prospecting and client outreach.
• Keep projects moving and ensure nothing falls through the cracks.
• Support creative ideas for client engagement and relationship building.
• Anticipate needs and stay ahead.

Skills

English proficiency

Google Sheets

Calendar management

Data handling

Project management

Tools

CRM

Job description

I’m looking for a proactive, highly organized, and resourceful virtual colleague to work closely with me as myright hand in sales, client relationships, and day-to-day execution

The company is a data and technology company, but a big part of my role ismaking data fun, approachable, and human. I build relationships with agencies and brands through creative outreach and memorable experiences—from coffee events and gelato open houses to client gatherings, dinners, sporting events, and other opportunities to bring people together.

I’m looking for someone who can help me take those ideas andturn them into action.

This is much more than a task-based administrative role. I want someone who learns how I work, understands my priorities, thinks ahead, and eventually knows what needs to happen before I even have to ask.

What You’ll Help Me With

• Managing, cleaning, and organizing large client and prospect contact lists
  
• Researching agency, brand, and industry contacts
  
• Keeping contact information accurate and up to date
  
• Creating and maintaining organized Google Sheets
  
• Preparing client invitations and managing distribution lists
  
• Coordinating client events and experiences
  
• Managing guest lists, RSVPs, reminders, and event follow-up
  
• Drafting warm, natural emails, invitations, and communications that sound human—not overly salesy
  
• Managing calendars, scheduling, and meeting coordination
  
• Tracking sales follow-ups and outstanding action items
  
• Helping organize prospecting and client outreach
  
• Keeping projects moving and making sure nothing falls through the cracks
  
• Supporting creative ideas for client engagement and relationship building
  
• Anticipating what I’ll need next and proactively helping me stay ahead
  

Who I’m Looking For

The ideal person isnot simply a task-taker.

I want someone who thinks:

“I already handled that.”

You should be someone who notices a misspelled email address before an invitation goes out, catches a duplicate in a spreadsheet, remembers that someone needs a follow-up, and sees opportunities to make something better without always waiting to be asked.

I’m looking for someone who is:

• Exceptionally organized and detail-oriented
  
• Proactive and comfortable taking ownership
  
• Resourceful and a strong problem solver
  
• Upbeat, positive, and curious
  
• Confident enough to ask questions and make recommendations
  
• Comfortable managing large amounts of information
  
• Able to juggle multiple priorities while staying calm and organized
  
• Someone who takes pride in polished, accurate work
  
• Interested in becoming a true partner rather than simply completing assigned tasks
  

Skills & Experience

• Excellent written and spoken English
  
• Advanced Google Sheets skills
  
• Calendar and scheduling management
  
• Excellent attention to detail
  
• Experience working with contact lists and data
  
• Strong organizational and project-management skills
  

Especially valuable:

• Executive Assistant or senior sales support experience
  
• Sales or business development support
  
• Advertising, media, marketing, or agency experience
  
• Client relationship management
  
• Event planning or coordination
  
• CRM experience
  
• Canva or presentation experience
  

What Success Looks Like

I want this person to become someone I can genuinely rely on.

My contact lists are clean. My calendar is organized. Client invitations go out accurately. Events run smoothly. Follow-ups happen. Details are checked. Nothing important gets forgotten.

Most importantly, this person helps give me more time to focus on what I do best:building relationships, creating memorable experiences, growing the business, and making data fun.

I’m looking for someone who is excited to grow into the role, learn the business, understand my clients, and become an invaluable part of how I work.

Shifts & Hours:

• Starting with a minimum of 10 hours per week
  
• Schedule: Flexible, to be discussed and finalized based on the client's workflow and the candidate's availability.
  
• The role may require some overlap with Eastern Time (New York), particularly for calendar management, meetings, and events.
  
• Flexibility is important, as the client's busiest workdays are generally Tuesday through Thursday.
  
• Hours may increase beyond 10 hours per week depending on workload and business needs.
  

Target Start Date:

• September 2026, with the client interested in beginning the process as soon as possible due to an upcoming period of back-to-back commitments.