VIRTUAL SALES ASSISTANT TO CO-FOUNDER

VIRTUAL SALES ASSISTANT TO CO-FOUNDER (REMOTE / CONTRACT)

VaVa Virtual Assistants is a remote company based in Atlanta, Georgia. We support business owners and growing teams by providing high-level virtual support across sales, operations, and executive functions. While our team works remotely, we collaborate closely through daily communication, shared systems, and structured workflows.

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.

ROLE OVERVIEW

The Virtual Sales Assistant is responsible for supporting all sales-related administrative and operational tasks, with a strong emphasis on:

• Inbox and lead management
• Sales call coordination and follow-up
• Proposal and contract preparation
• CRM accuracy and reporting
• Sales process execution and optimization

You will act as an extension of the Founder, ensuring that no sales opportunity slips through the cracks and that all processes move forward smoothly and professionally.

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

Lead & CRM Management (Monday.com)

• 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

Sales Call & Calendly Management

• 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

Proposal Preparation & Follow-Up

• 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

Contract Preparation & New Client Processing

• 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

Reporting & Administrative Support

• 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

REQUIRED 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