Executive Assistant - Sales, Marketing & AI

OneIMS Group

7d•Remote

About The Position

We are looking for a highly organized, proactive, and technology-driven Executive Assistant who can support leadership while helping manage sales, marketing, reporting, communication, and administrative operations. This is not a traditional administrative assistant position. The ideal candidate will understand HubSpot, AI tools, sales technology, inbox management, presentations, proposals, reporting, and customer communication. We need someone who can take ownership, follow through on assignments, communicate professionally, and use technology to make the organization more efficient.

Requirements

Previous experience as an executive assistant, sales coordinator, marketing coordinator, or revenue operations assistant
Strong working knowledge of HubSpot sales and marketing tools
The ability to create useful reports and dashboards in HubSpot
Experience using AI tools in real business workflows
Strong professional writing, editing, and proofreading abilities
Excellent verbal communication and phone skills
The ability to communicate professionally with executives, employees, prospects, and clients
Strong attention to detail and a commitment to accuracy
Excellent organization, prioritization, and time-management skills
The ability to manage multiple inboxes, projects, meetings, and deadlines
A proactive mindset and the ability to anticipate what needs to happen next
The judgment to know when to act independently and when approval is required
The ability to protect confidential and sensitive information
Dependability, professionalism, curiosity, and consistent follow-through

Nice To Haves

HubSpot CRM
HubSpot Marketing Hub
HubSpot Sales Hub
HubSpot reports and dashboards
HubSpot quotes, pipelines, workflows, lists, and email tools
Claude ChatGPT
MCP integrations and connected AI tools
Apollo or similar prospecting platforms
Google Workspace, including Gmail, Calendar, Docs, Sheets, and Slides
Electronic signature and proposal-management tools
Video conferencing and meeting-transcription tools
Project-management and task-tracking platforms

Responsibilities

Manage calendars, Inboxes, meetings, appointments, priorities, and follow-up tasks.
Monitor executive and company inboxes, identify important messages, and organize communications by priority.
Draft and send professional email responses with proper approval and context.
Track outstanding requests, deadlines, commitments, and action items.
Prepare leadership for internal, prospect, and client meetings.
Maintain confidentiality when working with sensitive company, employee, prospect, and client information.
Use HubSpot’s Marketing Hub, Sales Hub, CRM, and reporting tools.
Maintain accurate contact, company, deal, and activity records.
Create and update deals, tasks, notes, lists, properties, pipelines, and workflows.
Help build and manage email campaigns, forms, landing pages, lists, and basic automations.
Build HubSpot reports and dashboards for sales, marketing, pipeline, revenue, lead generation, and team activity.
Monitor CRM data quality and correct incomplete, duplicate, or outdated information.
Track prospects and clients throughout the sales process.
Help ensure that leads and sales opportunities receive timely follow-up.
Document processes and maintain organized records inside HubSpot.
Use prospecting and sales intelligence tools such as Apollo to research companies, identify contacts, and build targeted prospect lists.
Support outbound prospecting and lead-generation campaigns.
Help prepare meeting agendas, discovery notes, follow-up emails, and sales materials.
Create professional quotes, proposals, and sales documents.
Help manage quote approvals, revisions, delivery, and electronic signatures.
Track proposal status and follow up on unsigned or unanswered quotes.
Keep sales pipelines, deal stages, next steps, close dates, and forecast information updated.
Produce weekly reports covering pipeline activity, opportunities, follow-ups, meetings, and revenue progress.
Schedule, organize, and help facilitate internal, prospect, and client calls.
Prepare agendas and ensure participants have the correct meeting information and materials.
Take clear meeting notes and capture decisions, assignments, owners, and deadlines.
Use AI tools to summarize transcripts and convert conversations into organized action items.
Send follow-up communication after meetings.
Make sure all notes, recordings, and next steps are documented in HubSpot.
Follow up with team members to ensure assigned action items are completed.
Use Claude and ChatGPT to improve research, writing, meeting preparation, reporting, communication, and administrative workflows.
Understand how to work with MCP integrations, connected applications, and AI-enabled tools.
Use AI responsibly to analyze information, draft communications, summarize meetings, and organize company knowledge.
Review all AI-generated work for accuracy, tone, confidentiality, and brand alignment.
Identify repetitive tasks that can be improved through AI, HubSpot workflows, integrations, or automation.
Learn new tools quickly and help document effective AI processes for the team.
Create professional presentations in Google Slides and other presentation tools.
Help build proposals, quotes, reports, and sales presentations using HubSpot data.
Turn ideas, notes, and meeting transcripts into clear, well-structured presentations.
Use AI-assisted design tools to improve layouts, messaging, and visual consistency.
Maintain branded templates for proposals, presentations, reports, and other company documents.
Proofread all materials for accuracy, grammar, formatting, and brand consistency.