VIRTUAL SALES ASSISTANT TO CO-FOUNDER

VaVa Virtual Assistants

2d•Remote

About The Position

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. 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.

Requirements

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

Nice To Haves

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

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
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
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
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
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
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