Executive Assistant Mid-Senior Level

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Support For New and Current Leads: The company receives 140-150 leads per week, of which ~50% will book a 20-minute consultation with the Chief Sales Office. This equates to ~15 calls per day.

* Review and respond to inquiries using templated emails, ensuring all leads receive timely and relevant information.

* Follow up with high-potential prospects after meetings, personalizing templated emails to enhance engagement.

* Review scheduled meetings to confirm participants are properly qualified (e.g., verifying that they are a medical practice).

* Confirm meetings via email, phone, and/or text messaging, ensuring timely communication and confirmation.

* Accepts inbound calls and redirects potential clients to the appropriate department or schedules a meeting for the sales agent

* Adjust appointments as necessary, managing changes in scheduling efficiently.

* Research and assess leads to identify the most promising prospects (training provided).

* Maintain and update CRM system (HubSpot) with relevant lead information.

* Manage and monitor drip email campaigns, ensuring that leads receive appropriate and consistent messaging.

* Attend prospect calls as needed to assist the Executive Director and Chief Sales Officer.

* Maintain accurate records of interactions with prospects in the CRM system, tracking lead progress and opportunities.

* Screen and prequalify incoming leads to ensure a streamlined sales process.

* Work closely with the sales and marketing teams to align on lead generation strategies, feedback, and campaign success

* Continuously research industry trends, target companies, and competitive landscape to identify new sales opportunities.

Administrative Support:

* Manage email inboxes, including organizing and deleting junk emails and following up on unanswered emails with internal teams.

* Interface with key staff members and clients, ensuring smooth communication and coordination.

* Assist in updating internal reports and Standard Operating Procedures (SOPs) as needed.

* Provide administrative support for special projects as directed by leadership.

* Assist with reviewing and updating invoices for the CFO, including outreach to clients to ensure accurate accounting information.

Required Knowledge and Skills:

Key Qualifications include the following.

* Minimum of 4-5 years of experience, including at least 1-2 years supporting an executive or business owner.

* Strong technical aptitude and ability to quickly learn new online tools and applications, including Zoom, CRM (HubSpot), LinkedIn, Google Suite, and Office 365.

* Previous experience using HubSpot CRM is required.

* Experience in creating and managing workflows/email drip campaigns in HubSpot is strongly preferred.

* Intermediate proficiency with Google apps, Microsoft Office (Excel, Word, PowerPoint), and email tools.

* Strong written and oral communication skills, with the ability to interact effectively with team members and clients.

* Problem-solving skills and a high level of initiative to handle challenges independently.

* A "get things done" attitude and the ability to navigate ambiguous situations and “figure it out.”

* Quick learner with the ability to adapt to new tasks and tools efficiently.

* Exceptional attention to detail and organizational skills, ensuring no task is overlooked.

* Strong commitment to personal and professional growth and development.

* Proven reliability, with the ability to work flexible hours (night shift in the Philippines is required).

Shift / Hours:

Monday Friday in one single shift, anytime during the hours of 8:00 AM EST - 5:00 PM EST. Note this is +12 or +13 Philippine time, which will be 8:00 PM PHT 5:00 AM in PHT outside of Daylight Savings Time and 9:00 PM PHT 6:00 AM PHT during DST.