Executive Assistant (Job ID: TESTJOB1)

Insideoutva; Idaho; Remote; USD 22,000 - 26,000; Full time

Job summary

Insideoutva is seeking a highly organized Marketing & Sales Operations Coordinator for a remote, high-growth environment. You will support Marketing and Sales with back-office and customer operations, coordinating assets, data, and workflows to drive efficiency.

Reporting to the CMO and Sales Manager, you will maintain daily cadences, manage GoHighLevel CRM, and ensure accurate records across Notion, DocuSign, and Google Workspace.

Qualifications

• 2+ years in marketing/sales administration or similar role.
• Proficient with GoHighLevel (GHL) or similar CRM platforms (HubSpot, Salesforce).
• Experience with Notion, DocuSign and Google Workspace.
• Familiar with AI copywriting tools (ChatGPT, Claude) using standard prompt templates.
• Strong attention to detail and time management.
• Excellent written and verbal communication.

Responsibilities

• Maintain CRM pipelines and web pages in GoHighLevel.
• Create assets using templates and SOPs.
• Execute email campaigns with AI-generated copy.
• Schedule social content across channels.
• Route queries to specialists and manage helpdesk.
• Coordinate payroll, commissions, and finance data.

Skills

Marketing admin

Sales admin

CRM proficiency

Organizational skills

Communication

Tools

GoHighLevel

HubSpot

Salesforce

Notion

DocuSign

Google Workspace

Canva

Job description

Exciting Remote Opportunity! We're Hiring a Marketing & Sales Operations Coordinator!

Are you a highly organized, tech-savvy professional looking to join a high-growth company? We are seeking a detail-oriented Coordinator to provide elite marketing, sales, and back-office support for a premium audiovisual integration firm!

IMPORTANT - Watch this quick Loom video on how to get hired: https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0

C1 ENGLISH LEVEL IS REQUIRED. The selected candidate will be speaking strictly in English during their whole shift.

Job Details at a Glance

• Job Title: Marketing & Sales Operations Coordinator
• Job ID: JASRIC2EA
• Industry: Audiovisual (AV) Integration & Digital Media / Content Creation Infrastructure
• Location: LATAM / South Africa
• Job Status: Full Time
• Work Schedule: Monday to Friday, 8:00 AM to 5:00 PM (Central Time)
• Salary: $2000 to $2300 per month
• Target Start Date: ASAP

About the Client

Our client is the founder of a high-end, fast-scaling premium service provider based out of Austin, Texas, that designs and installs custom, "done-for-you" home video studios for prominent online business owners. Offering a series of consulting packages—with top-tier packages reaching $25,000—the company has rapidly accelerated from a $120K run rate to a $350K pace, with firm sights set on hitting $1M per month.

The business is led by an incredibly fast-moving, highly time-constrained founder who operates at a relentless pace, runs daily workflows heavily through Claude inside of Notion, and is deeply protective of the company’s operational integrity. He is looking for a strategic partner to trust entirely, allowing him to step out of the daily noise and focus on hyper-growth.

About the Role

We are seeking a highly organized, tech-savvy, and detail-oriented Marketing & Sales Coordinator to join our team. In this execution-focused role, you will primarily support our Marketing and Sales teams while providing reliable back-office administrative and customer support operations.

Working under the direct guidance of our CMO and Sales Manager, you will maintain established daily cadences, execute asset creation using existing SOPs and templates, keep databases organized, and ensure smooth day-to-day business coordination.

Key Responsibilities

Marketing & Sales Operations

• CRM & Web Management: Maintain and update web pages and CRM pipelines within GoHighLevel (GHL).
• Asset Creation: Carry out the regular cadence of creating images, video clips, and emails using established design templates and SOPs.
• Email Marketing & Copywriting: Execute email campaigns by generating initial copy using standard AI prompt templates and managing delivery schedules.
• Social Media Scheduling: Organize and schedule pre-approved content across company social media channels.

Customer & Lead Support

• Inbox Routing: Monitor central email inboxes and the client helpdesk, promptly routing incoming queries and tickets to the appropriate specialists.
• Communication Workflows: Maintain clear communication workflows between leads/customers and internal team members.

General & Financial Backoffice Admin

• Financial Coordination: Serve as the primary liaison to our external finance team for monthly payroll processing and commission payouts.
• Commission & Asset Tracking: Track sales commissions, generate reporting, and maintain an accurate inventory log of company property held by staff.
• Withholdings Administration: Track employee withholdings for pre-paid leased items, including equipment and company insurance policies.
• Document Management: Oversee DocuSign operations, loading standard templates and preparing standard agreements or PDF contracts.
• Filing & System Organization: Keep company databases organized across Notion Teamspaces, project management platforms, and cloud storage.

Fulfillment & Field Logistics

• Field Coordination: Coordinate equipment installation timelines and schedules between clients and field technicians.

Qualifications & Skills

• Experience: 2+ years in marketing/sales administration, general coordination, or a multi-functional administrative role.
• CRM Proficiency: Hands-on experience using GoHighLevel (GHL) or equivalent CRM platforms (HubSpot, Salesforce).
• Software Tools: Proficiency with Notion, DocuSign, and standard cloud workspaces (Google Workspace).
• AI & Automation: Familiarity with leveraging AI copywriting tools (e.g., ChatGPT, Claude) using standard prompt templates.
• Organizational Skills: Exceptional attention to detail, strong time-management capabilities, and the ability to execute established SOPs reliably.
• Communication: Clear written and verbal communication skills for cross-departmental coordination and external vendor liaison.

Tech Stack

• CRM & Web Management: GoHighLevel
• AI Copywriting Platforms: ChatGPT, Claude (within Notion AI)
• Design Tools: Canva
• Email & Social Schedulers: GoHighLevel or native social schedulers
• Document Management: DocuSign, Google Admin
• Database & Project Management: Notion, Slack
• Customer Support & Communications: Google Workspace / Slack