[Hiring] Executive Sales Assistant @D2B

Role Description

We're looking for a highly experienced, exceptionally organised, and commercially minded Executive Sales Assistant to help our sales team operate at peak performance. This role is designed to free up our salespeople to focus on building relationships and closing opportunities by managing CRM systems, coordinating sales follow-ups, handling high volumes of inbound and outbound emails, and keeping opportunities moving through the sales pipeline. You'll work closely with our Australia and New Zealand sales team, ensuring strong CRM hygiene, seamless communication, and efficient sales operations. The ideal candidate is proactive, highly detail-oriented, comfortable managing multiple priorities in a fast-paced environment, and experienced in using AI-powered productivity tools to streamline day-to-day workflows and improve efficiency.

Key Responsibilities

• CRM & Sales Pipeline Management
  • Maintain accurate and up-to-date records within Monday CRM.
  • Ensure sales opportunities are progressing through the pipeline and key stages are updated correctly.
  • Hold sales team members accountable for maintaining CRM hygiene and activity updates.
  • Monitor pipeline activity and proactively follow up with sales team members regarding missing information, overdue actions, or stalled opportunities.
  • Generate and maintain sales reports, dashboards, and pipeline summaries.
  • Ensure CRM data remains highly accurate, complete, and consistently updated.
• Executive Support & Email Management
  • Manage and prioritise high volumes of inbound and outbound email communications.
  • Draft professional sales emails, follow-up messages, and client communications on behalf of the sales team.
  • Coordinate timely responses to client enquiries, opportunities, and internal requests.
  • Maintain organised communication workflows to ensure no follow-ups or actions are missed.
• Sales Follow-Up & Client Engagement
  • Support re-engagement campaigns for prospective clients and dormant opportunities.
  • Prepare email templates, case studies, and supporting materials for client outreach.
  • Coordinate follow-up activities to ensure opportunities continue progressing through the sales pipeline.
• Sales Administration & Coordination
  • Support the sales team with day-to-day administrative tasks.
  • Assist with meeting preparation, note-taking, and action tracking.
  • Coordinate documentation, proposals, and sales-related materials.
  • Help manage workflows, reminders, and task completion across the sales team.
  • Identify opportunities to improve sales processes and operational efficiency.
• Sales Enablement & AI Productivity
  • Support the implementation and ongoing optimisation of Monday CRM processes.
  • Help maintain sales resources, templates, and collateral.
  • Assist with reporting and KPI tracking.
  • Use AI tools and automation platforms in day-to-day work to improve productivity, communication quality, reporting, and workflow efficiency.
  • Provide recommendations to improve sales productivity and pipeline visibility.

Qualifications

• Proven experience as an Executive Assistant, Sales Executive Assistant, Sales Support Specialist, CRM Administrator, Customer Success Coordinator, or similar role.
• Demonstrated ability to juggle large volumes of emails, tasks, and competing priorities in a fast-paced environment.
• Strong organisational skills and exceptional attention to detail.
• Excellent written communication and professional email drafting skills.
• Ability to work independently while maintaining a high level of accountability.
• Confidence working with sales professionals and holding team members accountable for process compliance.
• Strong proficiency with CRM systems and business software.
• Must be actively using AI tools (e.g., ChatGPT, Claude, Gemini, Copilot, or similar) in their day-to-day workflow for communication, organisation, reporting, or productivity tasks.
• Highly skilled at keeping CRM systems organised, accurate, and consistently maintained.

Highly Desirable

• Experience using Monday CRM or Monday.com.
• Experience supporting B2B sales teams.
• Understanding of sales pipelines, lead management, and opportunity tracking.
• Experience creating reports and dashboards.
• Experience in the recruitment, staffing, outsourcing, professional services, or consulting industry is a strong bonus.

What Success Looks Like

• Ensure CRM data accuracy exceeds agreed standards.
• Keep opportunities moving through the sales pipeline efficiently.
• Reduce administrative workload for sales team members.
• Increase follow-up consistency and engagement rates.
• Improve visibility and reporting across the sales function.
• Manage communication workflows effectively despite high email volumes.
• Use AI tools to improve productivity and operational efficiency.
• Contribute directly to overall sales productivity and performance.

KPIs

• CRM data accuracy and completeness.
• Pipeline update compliance.
• Opportunity follow-up completion rates.
• Re-engagement campaign activity.
• Sales administration turnaround times.
• Email response and follow-up timeliness.
• Sales team satisfaction and support metrics.
• Contribution to pipeline growth and opportunity progression.