Sales Assistant

Job Description

Job Title: Sales Assistant

Position Type: Full-Time, Remote

Working Hours: U.S. client business hours (aligned with sales team schedules and prospect time zones)

About the Role:

Our client is seeking a Sales Assistant to provide administrative and operational support to sales teams. This role ensures that sales representatives and account executives are free to focus on closing deals while the Sales Assistant keeps the CRM accurate, meetings scheduled, and documents prepared. You’ll act as the organizational backbone of the sales function, maintaining smooth communication between prospects, sales reps, and internal teams.

Responsibilities:

CRM Management:

• Enter, update, and maintain accurate lead, contact, and opportunity records in Salesforce, HubSpot, Zoho, or Pipedrive.
• Monitor CRM data quality, correcting duplicates, missing fields, or outdated records.

Scheduling & Coordination:

• Schedule calls, demos, and follow-ups across time zones using Outlook, Google Calendar, or scheduling tools like Calendly.
• Coordinate internal prep meetings and ensure sales reps have the right materials before calls.

Proposal & Document Support:

• Draft, format, and proofread sales proposals, quotes, and presentations.
• Assist with RFP/RFI responses, ensuring templates are current and brand-compliant.
• Use tools like Google Slides, PowerPoint, and Canva for visual deliverables.

Reporting & Metrics:

• Generate weekly and monthly reports from CRM: pipeline activity, conversion rates, and sales KPIs.
• Maintain dashboards that give sales leadership visibility into performance.

Communication & Follow-Up:

• Draft and send follow-up emails after meetings, thank-you notes, and reminders to prospects.
• Assist with inbound lead response by sending introductory emails and routing qualified leads to the appropriate rep.

Cross-Team Collaboration:

• Liaise with marketing for campaign leads, finance for contract approvals, and operations for order processing.
• Track deliverables between departments to ensure a smooth customer journey.

What Makes You a Perfect Fit:

• Organized, detail-oriented, and proactive.
• Strong communicator with excellent writing skills.
• Comfortable managing multiple priorities in a fast-paced environment.
• Collaborative, supporting both sales reps and leadership.

Required Experience & Skills (Minimum):

• 1–2 years administrative, operations, or sales support experience.
• Familiarity with at least one CRM (Salesforce, HubSpot, Zoho, Pipedrive).
• Proficiency with Microsoft Office/Google Workspace.
• Strong written communication and scheduling skills.

Ideal Experience & Skills:

• Experience creating proposals, decks, or sales collateral.
• Familiarity with lead generation workflows or SDR/BDR support.
• Industry exposure in B2B SaaS, professional services, or marketing agencies.
• Basic data analysis skills for sales reports (Excel pivot tables, Google Data Studio).

What Does a Typical Day Look Like?

A Sales Assistant’s day revolves around keeping the sales engine organized and moving forward. You will:

• Maintain CRM accuracy by updating opportunities, logging activity, and cleaning lead data.
• Coordinate meetings and demos across calendars, ensuring reps have proposals, decks, and context in advance.
• Prepare documents and presentations to support pitches, including quotes and RFP templates.
• Generate reports so leadership can see pipeline health, conversion metrics, and activity summaries.
• Follow up with prospects after meetings, keeping communication clear and professional.
• Collaborate across teams to ensure leads are routed properly, contracts are processed, and the customer experience is seamless.

In essence: you ensure the sales team is organized, informed, and supported, so they can focus on building relationships and closing deals.

Key Metrics for Success (KPIs):

• CRM data accuracy (complete, current, no duplicates).
• On-time scheduling and preparation of meetings.
• Proposals and documents delivered error-free.
• Weekly/monthly reports are consistently accurate and on schedule.
• Positive feedback from the sales team on support effectiveness.

Interview Process:

1. Initial Phone Screen
2. Video Interview with Pavago Recruiter
3. Practical Task (e.g., clean sample CRM data and draft a short proposal template)
4. Client Interview
5. Offer & Background Verification