Executive Assistant / Sales and Marketing Support

vcfo•Austin, TX

21h•Hybrid

About The Position

vcfo’s mission is to make our clients stronger. We do that by providing fractional finance and human resources / people operations consulting services to small and medium-sized clients ($10M to $100M) in every industry you can imagine. CEO Ellen Wood co-founded vcfo in 1996, intent on helping a wide variety of clients develop the strategies and adopting the tactics they needed by providing a slice of expertise at an affordable price point. Many finance professionals told us it would never become a mainstream idea. History tells a different story. Today, our employees in four offices (Austin, Dallas, Denver, and Houston) have supported over 6000 clients! If you enjoy: Providing proactive, high-level support that helps leaders stay focused and effective Keeping calendars, meetings, travel, tasks, and follow-up organized Supporting sales, marketing, CRM, and business development initiatives Coordinating events, conferences, tradeshows, and sponsorship activities Building strong working relationships with executives, clients, prospects, partners, and vendors Managing details across multiple priorities with accuracy and sound judgment Creating polished materials using established brand templates Improving administrative processes, documentation, and recurring workflows Working in a fast-paced, collaborative professional services environment Being part of a people-first culture that values integrity, accountability, and teamwork You will love working at vcfo! As an Executive Assistant / Sales and Marketing Support professional for vcfo, you will: Provide proactive, confidential executive support to Managing Directors / Practice Managers, including calendar management, meeting coordination, travel planning, expenses, and day-to-day prioritization. Prepare meeting materials, track action items, coordinate follow-up, and help leaders stay organized across client, business development, and internal priorities. Support professional and responsive communication with clients, prospects, referral partners, market leaders, and vendors. Assist with business development administration, including market-specific reporting, prospect scheduling, follow-up tracking, referral partner coordination, CRM updates, pipeline support, new-client handoffs and recurring sales operations tasks as needed. Coordinate marketing activities, events, conferences, tradeshows, and sponsorships, including logistics, materials, attendee lists, onsite support, and post-event follow-up. Represent vcfo professionally at events and, when needed, provide a clear high-level overview of the company’s services and value proposition without needing to serve as a subject matter expert. Support CRM and marketing systems through contact updates, list management, campaign tracking, lead follow-up, reporting, and ongoing data-quality maintenance. Manage the organization, inventory, ordering, and distribution of marketing collateral, booth materials, promotional items, branded supplies, and swag across markets. Coordinate client, partner, and employee gifts and recognition items, including sourcing, ordering, packaging, shipping, and delivery tracking. Maintain organized files, process documentation, project trackers, vendor information, and repeatable administrative workflows. Manage shifting priorities with discretion, professionalism, strong judgment, and consistent follow-through. As an Executive Assistant / Sales and Marketing Support professional for vcfo, you will help our leaders and teams stay organized, responsive, and focused while supporting the sales and marketing activities that drive our growth. Our culture supports diversity, giving every employee a voice, and we band together to give back to the community through our vcfo gives® program. Our employees have opportunities to work alongside experienced professionals, expand their knowledge, and enjoy flexibility for quality work/life balance.

Requirements

5+ years of experience in executive support, sales support, marketing support, business development administration, CRM administration, or a similar hybrid role.
Experience supporting senior leaders, Managing Directors, market leaders, or other client-facing and revenue-generating professionals.
Working knowledge of sales and marketing processes, including lead management, prospect and pipeline coordination, campaign support, events, and CRM reporting, and maintaining accurate CRM data.
Excellent calendar management, meeting coordination, travel planning, task tracking, communication, and follow-through skills.
Strong proficiency with Microsoft Outlook, Word, Excel, Teams, Zoom, Asana, and PowerPoint, with the ability to create polished materials using branded templates.
Strong Canva skills and demonstrated experience updating marketing campaigns, event materials, presentations, and other branded content accurately and professionally.
Demonstrated proficiency working in CRM and marketing technology platforms; hands-on HubSpot experience strongly preferred.
Naturally curious and technology-minded, with the ability to quickly learn new systems, embrace new tools, and continuously expand knowledge without requiring significant direction.
Proficient in leveraging company-approved AI tools to enhance productivity, streamline workflows, improve accuracy, and support efficient execution of administrative, sales, and marketing activities.
Experience coordinating vendors, events, conferences, tradeshows, collateral, promotional materials, or fulfillment activities.
Highly organized, detail-oriented, proactive, and able to manage competing priorities in a fast-paced environment.
High level of professionalism, discretion, accuracy, and sound judgment when handling confidential information.
B2B professional services experience and process documentation skills preferred.
Ability to work in person in the Austin office and travel occasionally to support events in other markets and U.S. locations.

Nice To Haves

Hands-on HubSpot experience strongly preferred.
B2B professional services experience and process documentation skills preferred.

Responsibilities

Provide proactive, confidential executive support to Managing Directors / Practice Managers, including calendar management, meeting coordination, travel planning, expenses, and day-to-day prioritization.
Prepare meeting materials, track action items, coordinate follow-up, and help leaders stay organized across client, business development, and internal priorities.
Support professional and responsive communication with clients, prospects, referral partners, market leaders, and vendors.
Assist with business development administration, including market-specific reporting, prospect scheduling, follow-up tracking, referral partner coordination, CRM updates, pipeline support, new-client handoffs and recurring sales operations tasks as needed.
Coordinate marketing activities, events, conferences, tradeshows, and sponsorships, including logistics, materials, attendee lists, onsite support, and post-event follow-up.
Represent vcfo professionally at events and, when needed, provide a clear high-level overview of the company’s services and value proposition without needing to serve as a subject matter expert.
Support CRM and marketing systems through contact updates, list management, campaign tracking, lead follow-up, reporting, and ongoing data-quality maintenance.
Manage the organization, inventory, ordering, and distribution of marketing collateral, booth materials, promotional items, branded supplies, and swag across markets.
Coordinate client, partner, and employee gifts and recognition items, including sourcing, ordering, packaging, shipping, and delivery tracking.
Maintain organized files, process documentation, project trackers, vendor information, and repeatable administrative workflows.
Manage shifting priorities with discretion, professionalism, strong judgment, and consistent follow-through.