Executive Assistant

Job Title: Executive Assistant to Head of Sales

Salary: $1,500-$1,850/month

Work Set-Up: Remote

Employment Type: Full Time

Company Overview:

Tidal is a Direct Placement Agency that helps job seekers find job opportunities for real growth. We work with stable, responsible businesses experienced in remote hires and are excited to welcome international team members. Tidal is owned and operated by consumer brand owners and operators. We have offshore team-building experience and aim to help businesses leverage global talent.

About This Role:

We are looking for an Executive Assistant who thrives in a fast-paced, results-driven environment. The right candidate is exceptionally proactive, sales-savvy, and operationally sharp someone who can anticipate needs, own follow-ups, and streamline processes behind the scenes. You'll assist with sales development tasks, CRM hygiene, pipeline updates, prospecting research, and event coordination all while keeping the Head of Sales focused on high-leverage activities. Your success will be measured by how well you manage tasks, handle communication, and take ownership of the executive's daily operations.

Key Responsibilities:

Sales & Revenue Operations

• Maintain CRM hygiene: update contact records, log meeting notes, move deals through stages, audit CRM for stale deals or missing info, and ensure sales activities are tracked in HubSpot.
• Prepare weekly pipeline and sales activity summaries with action items and flagged follow-ups.
• Handle contact enrichment and segmentation in HubSpot to ensure correct ICP tags, funnel stages, etc.
• Respond to inbound demo requests by gathering qualifying information and coordinating meeting scheduling.
• Research and summarize background information on key meeting attendees to ensure personalized, well-informed interactions.
• Enrich prospect lists using tools like Clay and LinkedIn Sales Navigator (finding verified emails, LinkedIn URLs, etc.).
• Assist in preparing sales decks, proposals, and contracts.

Call Analysis & Insight Sharing

• Review sales calls when needed via Grain to take notes and surface insights post-call.
• Conduct weekly analysis of sales calls to surface trends, objections, and customer insights to share with Product and Marketing teams.
• Maintain a playbook of common objections, success stories, and key messaging tailored by persona, vertical, or use case.
• Repurpose call content into bite-sized takeaways for LinkedIn posts or sales enablement assets.

Executive Support & Calendar Management

• Monitor the executive's inbox to surface emails that need follow-up, nudging, or replies, ensuring nothing slips through the cracks.
• Masterfully manage the executive's calendar, scheduling meetings, coordinating events, and preventing scheduling conflicts.
• Proactively anticipate needs, offering plans or solutions before being asked.
• Prepare for meetings and events by organizing materials, calendars, and agendas in advance. Build a quarterly planning doc to help anticipate planning for upcoming events and track progress in a tool like Asana, Trello, etc.
• Maintain a relationship tracker for high-value prospects, partners, and stakeholders to ensure regular touchpoints and personal engagement.

Event & Travel Coordination

• Execute event coordination, including booking party buses or restaurant reservations, gathering quotes, and liaising with venues.
• Book travel arrangements based on the executive's preferences, ensuring smooth logistics.
• Own post-event outreach: thank-you emails, adding new contacts to CRM, tagging in HubSpot, and surfacing hot leads.
• Research prospective event partners, sponsorship opportunities, or conference speaking engagements.

Tools & Admin

• Use tech tools (Google Suite, HubSpot, Superhuman, etc.) to streamline processes and improve efficiency.
• Assist with expense reporting and other administrative tasks as needed.

Software/Platforms/Tools:

• (Expert) Slack
• (Expert) Superhuman
• (Expert) Google Suite (Docs, Sheets, Slides)
• (Expert) HubSpot
• (Expert) Docusign
• LinkedIn & LinkedIn Sales Navigator
• ChatGPT
• Claude
• Justworks (for expense reports)
• Clay
• Grain (call recording tool)
• Partiful

Qualifications:

• At least 3-5 years of freelancing experience as an Executive Assistant or in a similar role, preferably supporting a Sales Executive, Head of Sales, Chief Revenue Officer, etc.
• Excellent English communication skills (oral and written) and ability to write professional, clear messages.
• Comfortable being reactive and jumping into a time-sensitive task, yet also highly proactive, with the ability to anticipate needs and take initiative.
• Proficiency in using tech tools and platforms to streamline tasks.
• Strong organizational skills and the ability to handle multiple tasks simultaneously.
• Ability to quickly learn new tools and platforms and implement them in daily tasks.

Shift Schedule:

• Monday to Friday, 9AM-5PM US PST