Executive Assistant

SmartScale360 is a U.S.-based outsourcing and staffing agency headquartered in Vermont, with over 20 years of combined experience in helping businesses scale efficiently. We partner with clients across the United States and North America, connecting them with highly skilled English-speaking professionals from the Philippines. We take pride in fostering long-term partnerships built on commitment, loyalty, integrity, and professionalism, ensuring that every placement contributes to both client success and employee growth. Role Overview The Executive Assistant to the VP of Sales will serve as a key administrative partner, supporting the VP in driving revenue operations, managing client relationships, and ensuring smooth coordination across departments. The ideal candidate is proactive, detail-oriented, and thrives in a fast-paced, growth-driven environment. You’ll be the organizational backbone for the Sales division — managing schedules, preparing reports, assisting in sales operations, and ensuring that communication and deliverables are handled with precision and efficiency. Key Responsibilities Administrative & Executive Support Manage the VP’s calendar, appointments, and travel arrangements across multiple time zones. Prepare meeting agendas, take detailed minutes, and ensure action items are followed up promptly. Draft and manage professional correspondence, reports, and presentations. Maintain confidentiality and handle sensitive information with discretion. Sales Operations & Coordination Support the VP in sales forecasting, pipeline management, and CRM upkeep (e.g., HubSpot, Salesforce, or similar platforms). Track KPIs and prepare performance dashboards and monthly/quarterly reports. Coordinate between the Sales, Marketing, and Client Success teams for smooth workflow and data alignment. Assist in the creation of proposals, contracts, and client onboarding documentation. Client & Partner Communication Serve as a liaison for clients, partners, and internal stakeholders to ensure timely follow-ups and smooth communication. Schedule and coordinate meetings, demos, and strategy calls between the VP and prospects/clients. Prepare briefings and talking points for meetings with key partners and clients. Process & Systems Management Maintain organized digital filing systems, ensuring that all documentation is up-to-date and accessible. Identify workflow gaps and propose improvements for sales processes and administrative efficiency. Assist in implementing CRM automation or reporting tools that enhance productivity. Qualifications Required Bachelor’s degree in Business Administration, Marketing, or related field. At least 3+ years of experience as an Executive Assistant, preferably supporting a C-level or VP in Sales or Business Development. Excellent communication skills — both written and verbal — with a professional, client-facing demeanor. Strong command of productivity and collaboration tools (Google Workspace, Microsoft Office, Slack, Asana, or similar). Experience using CRM platforms such as Salesforce, HubSpot, or Pipedrive. High attention to detail, organizational ability, and time management skills. Proven ability to handle multiple priorities and deadlines with minimal supervision. Preferred Experience in U.S.-based corporate or remote environments. Background in sales coordination, client account management, or operations support. Familiarity with KPI tracking and sales report generation. Employment Details Employment type: Full-time Seniority level: Mid-Senior Job function: Administrative #J-18808-Ljbffr