VIRTUAL SALES ASSISTANT TO CO-FOUNDER (REMOTE / CONTRACT)
Company: VaVa Virtual Assistants
Location: Remote (U.S. only)
Job Type: Contract
Level: Mid-Level
Hours: Starting at 50 hours/month (with potential to grow)
About VaVa Virtual Assistants
VaVa Virtual Assistants is a fully remote company based in Atlanta, Georgia. We support business owners and growing teams with high-level virtual assistance across sales, operations, and executive support. Our team collaborates closely through structured workflows, shared systems, and daily communication to ensure excellence in delivery.
Overview
We are seeking a detail-oriented and proactive Virtual Sales Assistant to support the Founder’s sales operations end-to-end. This role is highly process-driven and ideal for someone who is organized, responsive, and experienced in managing CRMs, inboxes, proposals, contracts, and follow-ups in a fast-paced sales environment.
You will act as an extension of the Founder, ensuring no sales opportunity is missed and all processes move forward smoothly and professionally.
Core Responsibilities
Inbox & Sales Communication Management
- Monitor multiple inboxes daily, including the Founder’s email and shared sales inbox
- Draft and organize sales-related email responses using approved templates
- Maintain email thread continuity and prioritize time-sensitive communications
- Manage referral-related emails and prepare thank-you drafts
- Handle scheduling-related sales communications
Lead & CRM Management (Monday.com)
- Add, update, and maintain all leads in Monday.com CRM
- Track lead sources, referrals, statuses, and follow-up timelines accurately
- Manage Leads, Contacts, Deals, and Company boards
- Ensure CRM data accuracy for reporting and analytics
Sales Call & Calendly Management
- Monitor Calendly daily to confirm and manage sales calls
- Screen leads to verify intent and filter non-sales inquiries
- Handle missed, canceled, and rescheduled calls per SOPs
- Update CRM statuses accordingly
- Follow up with no-shows or unclear leads within set timelines
- Ensure calendar availability aligns with the Founder’s schedule
Proposal Preparation & Follow-Up
- Draft and send sales proposals using approved templates
- Track proposal status and manage follow-up cadence
- Move leads through the sales funnel based on engagement
Contract Preparation & Client Onboarding
- Prepare, populate, and send contracts using sales call notes
- Track contract status and follow up as needed
- Coordinate internal handoff after contract signing
Reporting & Administrative Support
- Prepare weekly sales reports using CRM and Calendly data
- Send weekly hours recaps and sales summaries
- Assist with one-off sales projects, outreach, automation, and follow-ups
- Provide light support for social media sales monitoring
Expectations & Work Style
- Exceptional attention to detail and follow-through
- Proactive in identifying gaps and improving sales processes
- Ability to follow SOPs while adapting to changing priorities
- Clear, professional, and consistent communication
- High level of confidentiality and discretion
- Strong ownership mindset with minimal supervision
Required Qualifications
- Must reside in and be authorized to work in the United States
- 3+ years of experience in sales support, sales operations, or executive assistance
- 3+ years of experience working in a fully remote environment
- Strong experience managing inboxes, calendars, and CRMs
- Excellent written and verbal communication skills
- Comfortable with process-heavy, detail-oriented work
Preferred Experience
- Supporting founders or executives in sales-driven businesses
- Experience with Monday.com, Calendly, DocuSign, and Google Workspace
- Proposal preparation and contract workflows
- Comfortable making outbound follow-up or verification calls
- Background in virtual assistant agencies or service-based businesses
Technical Skills
- CRM management and data accuracy
- Calendar and scheduling tools
- Google Workspace (Gmail, Docs, Sheets, Drive, Calendar)
- Time tracking and task management tools
