Executive Sales Assistant

Position Type: Full Time

Location: Philippines (Remote)

Schedule: Monday to Friday, flexible working hours required overlap with AEs

About the Company

Our client is a mission-driven leader in the healthy building industry, dedicated to the science of human health and the transformation of the built environment. Driven by a belief that every building should actively promote well-being, they challenge the status quo by providing the tools necessary to move beyond basic air quality monitoring and create spaces where people truly thrive. Known for their refusal to accept "good enough" standards, they are dedicated to providing a complete, integrated solution that combines advanced hardware, innovative software, and expert guidance. By uniting environmental monitoring with sophisticated data analytics, they empower building engineers and workplace leaders to elevate the human experience, foster healthy workplaces, and boost building performance all at once.

About the Role

As an Executive Sales Assistant, you will be the operational engine and project manager behind our sales team. Your mission is to "ruthlessly protect the time" of the Account Executives, anticipating needs and managing the complexities of the sales cycle—from CRM management to cross-functional wrangling—to ensure the sales team remains 100% focused on client-facing strategy and closing. This role plays a key part in maintaining the company’s reputation for execution and efficiency, ensuring that no high-value deal stalls and every complex process is driven seamlessly over the finish line.

Responsibilities

• Cross-Functional Deal Orchestration
• Act as the primary project manager for all open deals in the pipeline. Coordinate directly with Legal, Finance, and Logistics to secure approvals and push contracts forward.
• Intercept internal questions from other departments (Customer Success, Logistics) so the AEs aren't distracted by non-sales pings.
• Draft initial drafts for proposals, and RFQs based on AE guidance. Perform initial solution design and device mapping.
• Manage the "Closed Won" process effortlessly. Ensure all documentation and client context is perfectly packaged and handed over to the Customer Success team.
• CRM & Pipeline Integrity
• Maintain 100% accurate and up-to-date deal information. You ensure deal stages, close dates, and PO numbers reflect reality.
• Log discovery notes, map out stakeholders, and document key follow-ups within 24 hours of an AE's meeting.
• Administrative Leverage & Process Optimization
• Manage all client-facing logistics for scheduling, document routing, and tracking.
• Proactively identify bottlenecks in the sales execution process and work with the Head of Enablement to build and maintain a library of reusable sales assets (proposal templates, FAQ docs, process matrices) to help the team move faster.

Competencies and Qualifications

Must-Have

• A minimum of 3-5 years in a fast-paced sales support, deal desk, sales operations, or complex project coordination role.
• Demonstrated experience within a B2B SaaS, tech, or complex hardware/software company with long sales cycles is mandatory.
• Expert-level proficiency in a CRM (HubSpot is preferred).
• Provable experience drafting complex proposals, SOWs, or technical quotes.
• Exceptional project management skills: You have a demonstrated ability to own the post-sales lifecycle. You know how to coordinate on-site logistics, manage handoffs, and align technical support teams to keep complex deployments perfectly on track.
• Excellent English communication skills: You must be able to confidently manage peer relationships across departments and communicate professionally with enterprise clients.

Application Process

We understand that searching for a new job can be challenging, and we’re here to support you every step of the way. Our goal is to make the process as transparent and respectful as possible.

Typically, the interview process includes a Recruiter Interview, Client Interview, and Practical Test, but this may vary depending on the role. Throughout each stage, we’ll keep you informed and provide feedback as quickly as we can, ensuring you feel valued and supported throughout your journey with us.