Sales Assistant

Title: Sales Operations Assistant for Executive Coaching Firm

Type: Remote, Part-Time (10-20 hours/week)


Job Overview

I’m seeking a talented and proactive Sales Operations Assistant to help drive our high-touch executive coaching sales process. Your primary role will be to help set up and manage a streamlined sales pipeline, nurture relationships with top contacts, and support me in making the most of my network and connections. I need someone organized, thoughtful, and able to take ownership of our pipeline and relationship-building activities. You’ll be instrumental in ensuring that each step in our process runs smoothly—from qualification to follow-up. Ideally I'd find someone who could be a long term partner and I could include in the growth of the business.

Key Responsibilities

1. Sales Pipeline Setup and Management
• Research and implement a simple CRM or spreadsheet solution to track opportunities
• Keep the pipeline organized and up-to-date, tracking all client and prospect details, follow-up schedules, and key metrics
• Prepare weekly pipeline and engagement reports with insights on opportunities and actions
2. Meeting Coordination and Pre-Call Preparation
• Create pre-call briefing documents to ensure each conversation is well-prepped and adds value
3. Follow-Up and Relationship Nurturing
• Draft thoughtful, engaging follow-up emails and manage all outreach through our CRM or tracking system
• Help me keep in touch with key people in my network by sending relevant articles, notes, and personalized gifts to nurture relationships
4. Document and Proposal Preparation
• Customize proposals and ensure all details are accurate and professionally presented
• Prepare contracts and maintain our document templates for easy use
5. Gift and Referral Management
• Assist in managing and sending thoughtful gifts to top referral sources
• Track key dates, milestones, and client success indicators for personalized follow-ups

Required Skills & Qualifications

• Detail-Oriented and Organized: You thrive on structure, can manage complex workflows, and keep data accurate and up-to-date.
• Strong Written Communication: Able to draft follow-ups and proposals that are clear, concise, and personalized.
• CRM Setup and Management: Familiar with CRM or spreadsheet systems (such as Copper or similar tools) and can set up, refine, and maintain a simple pipeline solution.
• Proficient in Google Workspace: Strong command of Google Docs, Sheets, Calendar, and other tools.
• Process-Oriented: Can manage and improve processes, keep track of metrics, and bring a thoughtful, proactive approach to workflow management.

Preferred Qualifications

• Sales and Relationship Management Background: Experience supporting sales for executive-level or high-touch clients is a big plus.
• Coaching or Consulting Industry Knowledge: Familiarity with executive coaching, consulting, or professional services.
• Experience with Relationship Tools: Familiarity with tools like Clay (or similar) to manage connections and touchpoints.
• Confidentiality and Professionalism: Able to handle sensitive information and work with high-level executives discreetly.

Success Metrics

1. Accuracy and upkeep of pipeline and CRM information
2. Follow-up completion rate and engagement tracking
3. Speed and quality of document preparation and proposal delivery
4. Effectiveness in relationship management and referral engagement
5. Timeliness of response to client/prospect inquiries

Working Style

• Proactive, self-starter with a high level of independence
• Excellent communication skills, both written and verbal
• Attention to detail and a process-oriented mindset
• Willing to occasionally adjust hours for high-priority tasks or follow-ups


Compensation and Benefits

• Competitive Hourly Rate and if needed can do monthly full time if position is working well
• Performance Bonuses paid out based on growth and retention
• Willing to pay for education, tools to support your work

Application Process

To qualify for this role, please provide some of the following:

1. Resume and Cover Letter: Briefly share your experience with CRM systems and supporting sales or relationship management.
2. Portfolio of Past CRM/Spreadsheet Setups: Include examples (or screenshots) of a CRM or pipeline tracking system you managed, with details on how you kept it organized.
3. Sample Follow-Up Email: Show your ability to write a follow-up email after an introductory call.
4. Pipeline Management Scenario Exercise: Respond to this scenario—“I have 10 years of experience with many rich relationships - how would you "mine" my relationships and contacts to create new opportunities?”

IF it seems like a fit, we may move to a Paid Trial Period: A 20-hour trial period to evaluate fit and effectiveness.

If you’re detail-oriented, proactive, and ready to help create a high-impact sales process, I’d love to hear from you!