Executive Sales Assistant - T.S.

• →https://docs.google.com/document/d/1tCWNqlU4gNG4nQaEeo5iSKNB8A8X7xAlVCMDvZwkdDk/edit?tab=t.0#heading=h.gt6n5ybw2ujb

📢 Why Are They Hiring an Executive Sales Assistant? 🏢

Our client, a fast-growing Meta ads agency, is hiring an Executive Sales Assistant to take the administrative, operational, and repetitive work off the founder's plate—inbox, calendar, lead confirmations, CRM updates, proposals, recaps, and follow-ups—so he can focus on sales strategy, marketing, and scaling the business. You'll be the human touch behind a highly automated sales engine: monitoring and refining AI systems while personally confirming appointments, crafting sales-driven recaps, and making sure no lead or client falls through the cracks.

If you're an AI-savvy, high-energy, and proactive assistant who enjoys driving sales momentum and bringing structure to a fast-moving agency—this role could be a great fit for you. ✨

• →💼 Sales Support, Lead Nurturing & Pipeline Management
• →Review discovery and sales call recordings to extract business context, key pain points, and pitch specifics for call briefs
• →Draft and send tailored, sales-driven post-call recap emails and customized proposals right after sales calls
• →Use the founder's custom agreement framework (growth plans, deliverables, tiered pricing, e-signatures, payment links, and pre-filled onboarding forms) to enable seamless client sign-offs
• →Conduct pre-call prospect research using public sources (current Meta ads, business age, revenue model, operations) and prepare executive briefs
• →Manage lead pipelines, contact tagging, and deal stages in GoHighLevel and internal tracking systems
• →Log call recaps, lead statuses, deal stages, and next steps in the CRM after every sales interaction
• →Follow up with inbound leads and unclosed prospects, sharing nurture materials and resources
• →Re-engage backlog leads and past clients to recover inactive pipeline opportunities
• →Reach out to cold traffic leads from Meta ad funnels who dropped off before booking
• →📅 Calendar & High-Touch Appointment Management
• →Start early each morning to organize the daily calendar, highlight priorities, and deliver a clean morning briefing before the founder's workday begins
• →Monitor the booking calendar and actively confirm upcoming appointments to reduce no-shows
• →Send personalized appointment reminders via iMessage or a dedicated US phone line
• →Make brief confirmation calls about an hour before scheduled sales calls to maximize show rates
• →Contact leads who didn't finish booking to understand drop-off reasons and get them scheduled
• →Screen booked appointments to confirm leads are qualified before they reach the calendar
• →Coordinate bookings for contacts met at live industry events and networking functions
• →🤖 AI Tools & Workflow Automation Oversight
• →Act as the human "middleman" between AI tools (Claude, Grok, GoHighLevel AI setters) and human execution
• →Review and verify AI-generated onboarding forms before sending them to clients
• →Use AI daily to rapidly produce proposals, recaps, funnels, and summaries
• →Help test, refine, and document sales and admin workflows into SOPs
• →💬 Client Success & Communication Support
• →Support ongoing communications with the agency's active client base
• →Track client communication cadences and proactively check in with clients who haven't been contacted in 14+ days
• →Coordinate post-sign-off onboarding hand-offs to the fulfillment team
• →Assist with routine communication tasks in client Slack channels
• →⚙️ Internal Operations & Team Coordination
• →Organize and facilitate internal team meetings with clear agendas
• →Keep meetings concise, structured, and focused
• →Serve as the operational bridge between the founder, the fulfillment team, and external partners
• →🌱 Special Projects & Future Initiatives
• →Coordinate content filming schedules and creative shoots for local clients, and route raw footage to the video editor
• →Help design, test, and roll out a new VA staffing service once core operations are stable

• 🤖 AI-Driven Mindset (Non-Negotiable)– You use AI tools like ChatGPT, Claude, or Grok daily as an essential part of your workflow.
• 🎯 Agency Operations / Executive Assistant Experience– Proven background in a fast-paced agency environment, preferably digital marketing, lead generation, or Meta ads.
• ✍️ Strong English Communication– Exceptional written and verbal skills with a warm, professional, and articulate tone for client and lead interactions.
• 📈 Sales Acumen– Understands pipeline dynamics, sales psychology, follow-ups, lead urgency, and sales lingo.
• 🔥 High Follow-Through & Proactivity– Works independently and gets things done without constant reminders or hand-holding.
• 📋 CRM Experience– Hands-on experience with GoHighLevel or a comparable CRM.

• 📣 Meta Ads Manager Familiarity– Able to read basic campaign reporting metrics.
• 📝 AI Note-Taking Tools– Experience with Fathom or similar tools.
• 🌐 Funnels & Web Forms– Familiarity with custom-coded funnels and web forms.
• 🏠 Home Services / Roofing Niche Experience– Background supporting home services or roofing businesses, or experience co-founding a small agency, is a plus.

• Attire - business casual when in meetings
• Professional setup
• Clean background
• Good camera
• Good microphone
• Strong wifi

• 🤖 Claude, ChatGPT, Grok
• 📇 GoHighLevel (or similar CRM)
• 💬 Slack
• 📧 Google Workspace
• 📣 Meta Ads Manager (Nice-to-Have)
• 📝 Fathom / AI note-taking tools (Nice-to-Have)