Executive Assistant - Sales Department

About the Role

Wing Assistant is looking for a proactive and organized Sales Assistant to support sales initiatives, sales tracking, and the daily coordination needs of the Sales Department.

Reporting to the Head of Sales and working closely with Maria, our Pipeline Manager, this person will help maintain accurate sales updates, follow through on action items, and coordinate tasks that keep sales opportunities moving. The role requires strong attention to detail, consistent follow-up, and the ability to turn instructions into completed work with minimal supervision.

Key Responsibilities

Sales Initiatives and Execution

• Support the Head of Sales in organizing and executing sales initiatives, projects, and departmental priorities.
• Break assigned initiatives into clear tasks, owners, and deadlines, and track progress through completion.
• Prepare sales materials, presentations, and supporting documents as needed.
• Coordinate with relevant teams to gather information and complete sales-related requirements.
• Flag delays, missing inputs, and items requiring the Head of Sales' attention.

Sales Tracking and Reporting

• Maintain accurate sales trackers, CRM records, and activity reports.
• Track lead and opportunity updates, scheduled calls, pending proposals, and follow-up commitments.
• Consolidate updates from sales team members and highlight overdue actions or missing information.
• Prepare daily and weekly summaries covering sales activity, progress, blockers, and next steps.
• Help keep sales data consistent across reports and internal systems.

Pipeline Coordination Support

• Work closely with Maria to support the tracking and follow-up of accounts across pipeline stages.
• Follow up with assigned account owners for status updates and outstanding actions.
• Document next steps, responsible owners, and target completion dates.
• Assist with handoffs between Sales, Talent Acquisition, Training, Onboarding, and Customer Success.
• Escalate stalled accounts, incomplete handoffs, and unresolved dependencies to Maria or the Head of Sales.

Sales Team Coordination

• Organize sales meetings and prepare relevant updates and discussion points.
• Record decisions and action items, distribute meeting notes, and follow up on commitments.
• Assist with scheduling client calls, internal discussions, and sales reviews.
• Maintain organized sales documentation, templates, and process guides.
• Identify practical ways to improve tracking, communication, and follow-through.

Qualifications

• At least 2 years of experience in sales support, sales coordination, operations coordination, or a similar role.
• Experience maintaining sales trackers, updating CRM records, and preparing reports.
• Strong organizational skills and attention to detail.
• Excellent written and verbal English communication skills.
• Confidence in following up with stakeholders and escalating delays professionally.
• Ability to manage multiple priorities and complete tasks with minimal supervision.
• Proficiency in Google Workspace or Microsoft Office, particularly spreadsheets and presentations.
• Discretion when handling confidential client and business information.

Preferred Qualifications

• Experience in staffing, outsourcing, virtual assistant services, SaaS, or a similar service business.
• Familiarity with sales pipelines, account handoffs, and coordination across departments.
• Experience using project management tools such as ClickUp or Asana.
• Ability to use AI tools for drafting, meeting summaries, and reporting while checking accuracy.