[Hiring] Virtual Sales Assistant To Co-Founder @VaVa Virtual Assistants

Role Description

We are seeking a detail-oriented, proactive Virtual Sales Assistant to support the Founder’s sales operations end-to-end. This role is highly process-driven and requires someone who is organized, responsive, and comfortable managing inboxes, CRMs, proposals, contracts, and follow-ups in a fast-moving sales environment. This role begins at 50 hours per month and may expand based on business needs.

Core Responsibilities

• Monitor multiple inboxes daily, including the Founder’s email, shared sales inbox, and assigned folders.
• Draft, prepare, and organize sales-related email responses using approved templates.
• Maintain email thread continuity by replying within existing conversations whenever possible.
• Identify time-sensitive sales communications and prioritize accordingly.
• Monitor referral-related emails and prepare thank-you drafts when applicable.
• Manage scheduling-related email communication for sales activities.
• Add, update, and maintain all leads in Monday.com CRM.
• Accurately track lead sources, referral details, statuses, and follow-up timelines.
• Manage Leads, Contacts, Deals, Companies, and other CRM-related boards.
• Ensure CRM data accuracy to support reporting and analytics.
• Monitor Calendly daily to ensure sales calls are confirmed and properly scheduled.
• Verify lead intent and screen out applicants or non-sales inquiries.
• Handle missed, canceled, and rescheduled calls according to established processes.
• Update CRM statuses accordingly for completed, missed, or canceled calls.
• Call no-shows or unclear leads within designated timeframes to confirm interest.
• Ensure calendar availability aligns with the Founder’s schedule and coverage plans.
• Draft sales proposals and proposal emails using approved templates.
• Track proposal status and manage follow-up cadence in the CRM.
• Move Leads through the sales funnel based on engagement and decisions.
• Prepare and send contracts.
• Populate contracts using sales call notes and internal forms.
• Track contract status and follow up with prospective clients as needed.
• Communicate with internal stakeholders to ensure smooth handoff after signing.
• Prepare weekly sales reports and analytics using Calendly and CRM data.
• Send weekly hours recaps and sales summaries by established deadlines.
• Assist with sales-related one-off projects, outreach initiatives, follow-ups, and automation.
• Support light social media sales monitoring.

Expectations & Work Style

• Demonstrate exceptional attention to detail and follow-through.
• Proactively identify gaps, issues, or missed opportunities in the sales process.
• Follow established SOPs while maintaining flexibility in dynamic situations.
• Communicate clearly, professionally, and consistently.
• Maintain confidentiality and discretion with sensitive information.
• Take ownership of assigned responsibilities without constant oversight.

Qualifications

• Must reside in and be authorized to work in the United States.
• 3+ years of experience in a sales assistant, sales operations, or executive support role.
• 3+ years of experience working in a fully remote environment.
• Strong experience managing inboxes, calendars, and CRMs in fast-paced environments.
• Excellent written and verbal communication skills.
• High level of comfort with process-heavy, detail-oriented work.

Preferred Experience

• Experience supporting founders or executives in a sales-driven business.
• Familiarity with Monday.com, Calendly, DocuSign, and Google Workspace.
• Experience with proposal preparation and contract workflows.
• Comfort with making outbound calls for follow-up and verification.
• Prior experience in virtual assistant agencies or service-based businesses.

Technical Skills

• CRM management and data maintenance.
• Calendar and scheduling software.
• Google Workspace (Gmail, Docs, Sheets, Drive, Calendar).
• Time tracking and task management tools.