VIRTUAL SALES EXECUTIVE ASSISTANT

VaVa Virtual Assistants; United States; Remote; USD 34,440,000 - 55,104,000; Part time

Job summary

VaVa Virtual Assistants is seeking a Virtual Sales Executive Assistant to own client relationships and bring a strong sales background to the role. You will manage inbound/outbound activity, keep the pipeline moving, and act as a trusted partner on the sales side for multiple clients.

In this contract role, you will work remotely with a distributed team, coordinating across time zones, and leveraging AI tools for research, drafting, and follow-ups.

Qualifications

• 3+ years of demonstrated experience in sales, sales support, or sales operations.
• Direct experience working with a sales leader, founder, or sales team.
• At least 1 year of experience working full-time in a virtual or remote capacity.
• Available at least 20 hours per week to support high-touch, deliverable-focused clients.

Responsibilities

• Manage the client's sales inbox by prioritizing prospect replies, drafting responses, and ensuring inquiries are answered.
• Carry out outbound outreach to the client's strategy through LinkedIn and cold email, personalizing messages and maintaining follow-ups.
• Build prospect lists using prospecting tools, clean, deduplicate, enrich, and verify data before sending.
• Maintain the CRM and prospect spreadsheets, track pipeline stages, and analyze data as lists move between tools.
• Qualify prospects against the client’s ICP and route qualified ones with context to the client or sales team.
• Prepare and follow up on proposals, RFPs, and sales agreements, tracking through e-signature.
• Prepare pitch decks and maintain a library of sales collateral and email templates.
• Schedule sales calls across time zones and log notes with follow-ups, using AI notetaker tools where available.
• Draft, edit, and proofread sales emails and nurture messages in the client’s voice.
• Support indirect sales efforts such as networking, podcasts, and referrals.

Skills

Client relationship

Sales support

LinkedIn outreach

Cold emailing

CRM management

AI note-taking

Proposal drafting

Pitch decks

AI tools

Education

No degree required

Tools

Google Workspace

Microsoft Office

Slack

Zoom

Excel

Google Sheets

Salesforce

HubSpot

HoneyBook

Dubsado

ActiveCampaign

Mailchimp

Flodesk

Calendly

Acuity

Trello

Asana

ClickUp

Notion

Monday.com

Apollo.io

Hunter.io

ZoomInfo

LinkedIn Sales Navigator

ChatGPT / AI notetaker

Job description

VIRTUAL SALES EXECUTIVE ASSISTANT

Independent Contractor | Remote | Minimum 20 Hours/Week

This is an independent contractor (1099) position. VaVa contractors are responsible for managing their own taxes, benefits, and business expenses.

VaVa Virtual Assistants is a remote company based out of Atlanta, Georgia, built on the belief that businesses thrive when they have the right support behind them. We connect clients across industries like nonprofit, legal, coaching, and finance with skilled virtual professionals who bring genuine expertise to the work. Our team may be distributed, but the culture is deeply connected through daily conversation, project collaboration, and regular all-company virtual gatherings.

We are looking for a skilled Sales Executive Assistant who can own the client relationship and bring a genuine sales background to the work. Many of our clients find that most of their administrative load comes from selling, whether they offer services, products, or software, and whether growth comes from direct outreach or from networking, referrals, and speaking engagements. You will keep the pipeline organized and moving so the client can spend their time on the conversations that close. Self-motivation and professional discipline are foundational here, because clients will look to you as a trusted partner on the sales side of their business.

Beyond your client work, you will be part of a contractor community that genuinely invests in one another's success. Regular calls with clients and fellow contractors keep you connected to the broader VaVa team, and every interaction is an opportunity to reflect our mission, vision, and values.

Please review the requirements and qualifications below carefully, as they reflect what it truly takes to succeed in this role. We appreciate your interest in joining the team.

EXPECTATIONS

Represent VaVa Virtual Assistants in a Positive & Professional Manner

• Demonstrate a strong work ethic and positive attitude in every interaction, including with the client's prospects.
• Ensure all communication, including outreach sent on the client's behalf, reflects VaVa's standards of professionalism.
• Actively contribute to a thriving contractor culture by embracing VaVa's values.

Take Ownership of Client Satisfaction

• Manage day-to-day sales support with reliability, and learn each client's offer, ideal customer, and sales process well enough to represent them accurately.
• Anticipate client needs and communicate progress consistently so the client always knows where prospects, proposals, and follow-ups stand.
• Handle challenges independently without letting quality slip or client confidence waver.
• Maintain awareness of engagement hours and flag early when adjustments may be needed to sustain the level of service clients expect.

RESPONSIBILITIES

• Manage the client's sales inbox by prioritizing prospect replies, drafting responses, and making sure no inquiry goes unanswered.
• Carry out outbound outreach to the client's strategy through LinkedIn and cold email, personalizing messages, tracking responses, and maintaining the follow-up cadences and automations that keep it moving.
• Build prospect lists using prospecting tools and AI-assisted lead generation workflows, then clean, deduplicate, enrich, and verify the data before any send.
• Maintain the CRM and prospect spreadsheets, including contact records, notes, pipeline stages, and follow-up tasks, and import, export, and analyze data as lists move between tools.
• Qualify prospects against the client's ideal customer profile and route qualified ones to the client or sales team with the context needed to act.
• Prepare, send, and follow up on proposals, RFPs, and sales agreements, tracking each through e-signature.
• Prepare pitch decks and presentations, and maintain a current library of sales collateral and email templates.
• Schedule and coordinate sales calls across time zones, prepare prospect research briefs beforehand, and log notes and send follow-ups afterward, using AI notetaker tools where the client has them.
• Draft, edit, and proofread sales emails, follow-up sequences, and nurture messages in the client's voice, within the client's existing sales pipeline.
• Support indirect sales efforts such as networking outreach, podcast and speaking bookings, and partner and referral follow-up, logged in the CRM.
• Deliver regular pipeline updates covering prospect stages, response rates, stalled deals, and client-defined performance metrics.
• Hand off new customers to the client's onboarding process and update the CRM.
• Follow outreach compliance requirements, including CAN-SPAM, do-not-call rules, and opt-out handling.
• Keep all prospect, customer, and client data confidential, using only approved tools and never entering sensitive data into unsanctioned AI tools.
• Handle administrative tasks as they arise, such as calendar management, travel coordination, and document preparation.
• Communicate proactively on status, deadlines, and obstacles, and collaborate with fellow VaVa contractors when a project benefits from shared support.

GENERAL QUALIFICATIONS

• Must reside and be authorized to work in the United States.
• At least 3 years of demonstrated experience in sales, sales support, or sales operations.
• Direct experience working with a sales leader, founder, or sales team.
• At least 1 year of experience working full-time in a virtual or remote capacity.
• Available at least 20 hours per week to support high-touch (daily), deliverable-focused clients.

TECHNICAL QUALIFICATIONS

Must Have

• Proficiency in Google Workspace and Microsoft Office, with daily use of Slack and Zoom
• Proficiency in Excel and Google Sheets, including importing, exporting, cleaning, and analyzing prospect data.
• Experience with at least one CRM such as Salesforce, HubSpot, HoneyBook, or Dubsado.
• Experience with at least one email or outreach platform such as ActiveCampaign, Mailchimp, Flodesk, mail merge tools, or AI inbox tools.
• Experience with at least one scheduling tool such as Calendly or Acuity.
• Experience with at least one project management tool such as Trello, Asana, ClickUp, Notion, or Monday.com.
• Experience with at least one prospecting tool such as Apollo.io, Hunter.io, ZoomInfo, or LinkedIn Sales Navigator.
• Demonstrated experience with LinkedIn and cold email outreach, including personalization and follow-up cadence.
• Demonstrated experience preparing proposals, RFPs, sales agreements, and pitch decks.
• AI literacy, including using AI tools for prospect research, outreach drafting, and follow-up, with a clear understanding of what data should never be entered into them.

Preferred

• Cold calling experience, including prospecting calls and appointment setting.
• Experience building AI-assisted lead generation workflows and follow-up automations using tools such as ChatGPT, Claude, Zapier, Make, or n8n.
• Experience with e-signature and contract tools such as PandaDoc, DocuSign, or HoneyBook.
• Experience with AI notetaker tools such as Fireflies, Otter, or Granola.
• Familiarity with cold email deliverability basics, including domain warm-up and sending limits.
• Experience with indirect sales channels such as networking, partnerships, podcast booking, speaking engagements, or referral programs.
• Experience selling or supporting sales in SaaS, product-based, or service-based businesses.
• Marketing and lead generation background, including how funnels and nurture pipelines work.

EDUCATION

A degree is not required. Demonstrated competency and consistent professional growth will always carry more weight than a credential alone. Candidates without a degree should hold at least one relevant sales certification, such as HubSpot Sales Software, Salesforce Certified Associate, Certified Administrative Professional (CAP), Microsoft Office Specialist, or equivalent. A commitment to continued learning is an expectation of this role.