Executive and Sales Assistant

AI Data Management; San Luis Obispo (CA); Hybrid; USD 28,000 - 40,000; Full time

Job summary

AI Data Management in San Luis Obispo is seeking an experienced executive assistant to support the President and a small international team. You'll manage calendars, coordinate travel, handle meetings across US and international time zones, and keep the office running smoothly.

You will also assist with sales follow-through, prepare briefing notes, run demos, document CRM updates, and leverage AI tools to draft emails and summaries.

Qualifications

• A couple of years of administrative, office or sales support experience.
• Strong written and spoken English.
• Confident on video calls explaining services to clients.
• Outgoing and comfortable talking with clients and partners.
• Organized and detail-oriented, proactive without reminders.
• Proficient with Google Workspace; quick to learn new tools.

Responsibilities

• Manage the President's calendar across US and international time zones.
• Plan travel and track expenses; handle admin paperwork for an international team.
• Schedule appointments, run short demos, and take meeting notes.
• Keep CRM updated and assist with sales follow-through using AI tools.

Skills

Administrative experience

Sales support

English communication

Video calls

Organization

Proactive

Google Workspace

AI tools usage

Education

Bachelor's degree preferred

Tools

HubSpot

Salesforce

QuickBooks

Job description

AI Data Management (AIDM), San Luis Obispo, California

Location: Hybrid, San Luis Obispo, California

Employment type: Full-time

Hours: Roughly 8am to 3pm Pacific. Many of our meetings run on East Coast time, so the day starts early.

Pay: $25 per hour

Reports to: President

About the role

AI Data Management (AIDM) is an AI operations and data company. We build client portals, command centers, CRM systems, dashboards and AI agents for nonprofits, healthcare and mission-driven organizations. Our team works across several countries, and San Luis Obispo is our home base in the US.

Our President is based in San Luis Obispo. You'll keep his calendar, travel and a small team's workspace running. You'll also help keep sales moving, from the first appointment to the follow-up.

We're an AI company, and we run our own work with AI. You'll use AI tools every day to write, plan, take notes and follow up faster, and you'll learn our products well enough to show them to clients.

This is a hybrid role. You'll work from our San Luis Obispo workspace part of the week and remotely the rest.

What you'll do

Executive and office support

• Run the President’s calendar and book his meetings across US and international time zones.
• Plan travel and track expenses.
• Keep our workspace and supplies organized.
• Plan team retreats and events.
• Handle admin paperwork for an international team.

Sales follow-through

• Schedule appointments with prospects and clients.
• Run short introductory demos on video calls with clients and prospects: what we do, our AI training classes and how to access our sandboxes.
• Sit in on sales calls and take notes.
• Follow up after each call, the same day.
• Keep the sales pipeline current and moving in our CRM.
• Prepare short briefing notes before the President's meetings.

Working with AI

• Use AI assistants such as ChatGPT, Claude or Gemini to draft emails, summaries and meeting briefs, then check and finish them yourself.
• Use AI meeting notes to capture calls and turn them into follow-ups and tasks.
• Keep track of tasks in our own AI command center.
• Spot repetitive admin work and suggest where AI or automation could take it over.

What we're looking for

• A couple of years of administrative, office or sales support experience.
• You like sales.
• Strong written and spoken English.
• Confident on a video call explaining what we do to a client or prospect.
• Outgoing and at ease talking with clients and partners.
• Organized. You keep track of dates and details without reminders.
• Proactive. You see what needs doing and do it.
• Comfortable with Google Workspace, and confident learning new tools quickly.
• You already use AI tools in your daily work or life, and you're keen to use them more.
• Able to work from our San Luis Obispo workspace on in-person days.
• A college degree is preferred.

Nice to have

• Experience with a CRM such as HubSpot or Salesforce.
• Experience with QuickBooks or expense tracking.
• An interest in technology, AI or product work.

AIDM is an equal opportunity employer. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status or any other protected status.