Executive Sales & Operations Assistant - Client: Industrial Manufacturing & Repair
Department: Boutique Client
Employment Type: Freelance
Location: LatAm - Argentina
Reporting To: Client via Magic
Compensation: $7.00 / hour
Description
About the Client
Our client is a leading industrial manufacturing and hydraulic repair company in Southern California, serving government contracts and commercial clients across 11 counties. With over 45 years of industry presence and recent expansion into new manufacturing divisions, they're seeking their first executive assistant to support continued growth and operational excellence.
Why this role exists
The Executive Sales & Operations Assistant will serve as a crucial support to the CEO, specifically focusing on managing and streamlining sales activities, ensuring accurate financial operations, and maintaining efficient administrative processes. This role is essential for unburdening executive leadership from daily sales tasks while ensuring precise data management and customer service excellence.
The Impact you'll make
Sales Support & Business Development
- Create and manage email automation templates for mass email campaigns
- Conduct thorough business research in California, including:
- Identifying companies by specific SIC/NAICS codes
- Gathering complete contact details (names, addresses, emails, phone numbers)
- Identifying and documenting key decision-makers
- Building and maintaining prospect databases
- Transfer and maintain accurate data from Excel to HubSpot
- Support overall sales activities database management
- Assist in streamlining sales processes
Financial Operations
- Process accounts payable with detailed check-to-invoice matching
- Perform thorough verification of all financial entries
- Conduct accounts receivable follow-up calls
- Support payroll processing in QuickBooks with high attention to detail
- Ensure double-verification of all financial data
- Maintain detailed financial documentation
Administrative & Reception
- Manage high-volume phone system (20-50 calls daily)
- Ensure professional communication with all callers
- Maintain organized documentation systems
- Handle reception duties during non-call periods
- Coordinate interdepartmental communications
Systems & Data Management
- Maintain accurate HubSpot CRM database
- Operate JobBoss for operations tracking
- Utilize Microsoft Office/G Suite for daily tasks
- Ensure precise data entry across all platforms
- Create and maintain systematic filing processes
Skills, Knowledge and Expertise
Required:
- 2+ years of administrative/executive assistant experience
- 1+ years of sales support or sales coordination experience
- 1+ years working with HubSpot and QuickBooks
- Proven experience in database management and research
- Demonstrated high accuracy in financial tasks
- Clear English communication skills with no strong accent (mandatory)
- Experience in high-volume phone handling
- Proven track record of attention to detail
- Experience with email automation and mass email campaigns
- WFH Set-Up:
- Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
- Internet speed of at least 40MBPS
- Headset with an extended mic that has noise cancellation and a webcam
- Back-up computer and internet connection
- Quiet, dedicated workspace at home
Your Superpowers:
- Exceptional attention to detail, particularly in financial data
- Strong research and data organization abilities
- Clear and professional communication
- Advanced multi-tasking capabilities
- Self-verification and quality control mindset
- Independent problem-solving skills
- Professional phone etiquette
- Quick adaptation to new software systems
You should apply if…
- You have a proven track record of accuracy in data entry
- You excel in detailed research and documentation
- You're comfortable managing high-volume phone lines
- You have experience in sales support activities
- You're skilled at creating and maintaining organized systems
- You take pride in producing error-free work
- You enjoy balancing multiple priorities with high attention to detail
What to expect...
Work Setup:
- Remote position
- Must have a reliable internet connection and a quiet workspace
- Required to provide own computer with Intel Core i5 or something similar or higher operating system
Working Hours:
- Monday to Friday from 9 AM to 5 PM PST (Pacific Standard Time)
- 40 hours per week
Compensation:
- $7 per hour
- No benefits package included
Benefits