[Hiring] Sales Development & Operations VA @Podean

Role Description

We are looking for a proactive, highly organized Sales Development & Operations Virtual Assistant to support our Sales Lead across the full sales cycle—from initial follow-up through contracting, onboarding, and reporting. This is not a traditional administrative role. We need someone with strong judgment, high agency, and prior experience supporting a fast-moving sales team. The right person will anticipate what needs to happen next, keep opportunities moving, and ensure nothing falls through the cracks.

Key Responsibilities

• Prospect and Client Follow-Up
  • Draft and send timely follow-up emails to prospects and clients.
  • Learn and accurately replicate the Sales Lead’s communication style, tone, and positioning.
  • Track open conversations, commitments, and outstanding action items.
  • Proactively flag stalled opportunities and recommend the appropriate next step.
  • Coordinate follow-ups across email, HubSpot, and internal communication channels.
• HubSpot and Pipeline Management
  • Maintain accurate deal stages, contact records, tasks, notes, and next steps.
  • Ensure every active opportunity has a clear owner, next action, and follow-up date.
  • Create tasks and reminders following calls and important email exchanges.
  • Identify missing, outdated, or inconsistent CRM data.
  • Support ongoing pipeline reporting and sales forecasting.
  • Help reinforce consistent CRM processes across the sales team.
• Audit and Pitch Coordination
  • Coordinate the information, access, assets, and inputs required for prospect audits.
  • Track audit and pitch deadlines across internal teams.
  • Schedule pitch calls and coordinate attendance.
  • Prepare agendas, links, background information, and supporting materials.
  • Ensure deliverables are reviewed and ready before client-facing meetings.
  • Document decisions and assign follow-up actions after each call.
• Contract Administration
  • Prepare PandaDoc agreements using approved templates and commercial terms.
  • Coordinate revisions and maintain clear version control.
  • Track contracts through internal review, client review, signature, and completion.
  • Follow up on outstanding agreements and required information.
  • Escalate material redlines or commercial changes to the appropriate stakeholder.
  • Maintain accurate records of contract status and final executed documents.
• Onboarding Handoff Coordination
  • Organize the transition from closed-won opportunity to onboarding.
  • Confirm that contracts, pricing, scope, contacts, and client expectations are documented.
  • Prepare concise internal handoff summaries.
  • Schedule onboarding meetings and coordinate required attendees.
  • Ensure the delivery team has the information and assets needed to begin successfully.
  • Track unresolved items until the handoff is complete.
• Reporting and Dashboard Support
  • Support recurring sales and revenue reporting.
  • Review dashboards for missing, duplicated, or inconsistent information.
  • Cross-check key figures against HubSpot and other source systems.
  • Help maintain accurate pipeline, conversion, and revenue reporting.
  • Flag discrepancies and coordinate corrections with the appropriate team members.

Qualifications

• Ability to work within Pacific and Eastern hours (required)
• Previous experience supporting a sales, business development, client success, or revenue operations team.
• Demonstrated ability to work independently and take ownership without waiting for step-by-step direction.
• Excellent written and spoken English.
• Strong business writing skills and the ability to adapt to an executive’s voice.
• Familiarity with HubSpot or a comparable CRM.
• Experience coordinating multi-step sales processes with several stakeholders.
• Strong attention to detail, follow-through, and deadline management.
• Comfortable working in a fast-moving agency or performance-driven environment.
• Able to handle confidential commercial and client information responsibly.
• Willing to challenge unclear information, identify risks, and ask thoughtful questions when needed.

AI and Technology Skills

• The successful candidate should be comfortable using AI as part of their daily workflow while applying sound human judgment. This may include:
  • Drafting and refining prospect or client emails.
  • Summarizing calls, emails, and sales notes.
  • Extracting action items and updating CRM records.
  • Researching companies and preparing meeting briefs.
  • Comparing contract revisions and identifying changes.
  • Creating repeatable prompts, templates, and workflows.
  • Using automation to reduce repetitive administrative work.
  • Reviewing AI-generated work carefully for accuracy, tone, and confidentiality.
• Experience with tools such as ChatGPT, Claude, HubSpot, PandaDoc, Google Workspace, Slack, and meeting transcription platforms is preferred.

What High Performance Looks Like

• Prospect and client follow-ups are completed accurately and on time.
• Every active HubSpot opportunity has a current stage, next step, and follow-up date.
• The Sales Lead can review and approve most drafted communications with minimal editing.
• Audits, pitches, contracts, and onboarding handoffs move forward without avoidable delays.
• Sales reports and dashboards are reliable and discrepancies are flagged proactively.
• Risks, stalled opportunities, and missing information are surfaced before they become problems.
• The sales team spends less time on administration and more time advancing and closing opportunities.

Working Style

• Takes ownership of outcomes, not just assigned tasks.
• Anticipates the next two or three steps in a process.
• Communicates clearly when something is blocked.
• Brings proposed solutions instead of only identifying problems.
• Can prioritize competing deadlines based on urgency and revenue impact.
• Works well with sales, client success, operations, finance, and delivery teams.

Benefits

• Competitive compensation - aligned to experience and market benchmarks
• Global collaboration - working with experts across regions and time zones
• Career growth and development - opportunities to evolve as we scale
• 5-Year Sabbatical + Travel Stipend - After your 5-year anniversary, take a fully paid month-long sabbatical, plus a travel reimbursement to make your experience restorative and inspiring
• Positive-energy culture - grounded in respect, inclusion, and accountability
• Meaningful impact - helping some of the world’s most progressive brands grow