Executive Assistant - Sales Operations & Personal Support
New
F
FreedUpAircraft sales
Remote, LATAM. Workable locations: Mexico. Brazil. Colombia, Available full-time from 9 AM to 5 PM US Central Time.Full-TimeExecutive
Salary1,000 to 1,700 USD (Depends on Experience)
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Job Details
- Languages
- Excellent written and spoken English.
- Experience
- At least 3 years of experience as an Executive Assistant, Sales Coordinator or in a similar support role.
- Required Skills
- Notion
Requirements
- Have at least 3 years of experience as an Executive Assistant, Sales Coordinator, or in a similar support role.
- Write and speak English excellently.
- Be proactive and able to audit systems, spot gaps, and identify tasks to delegate without being prompted.
- Be highly organized and detail-oriented, fast and responsive, disciplined, and professional.
- Handle business and personal tasks and use discretion with client, financial, and payroll information.
- Be available full-time from 9 AM to 5 PM US Central Time.
- Have reliable high-speed internet and a quiet home office setup.
- Nice to have: experience using Notion as a CRM.
- Nice to have: comfort using AI tools, especially Claude.
- Nice to have: sales operations or high-ticket sales support experience.
- Nice to have: experience with GoHighLevel.
Responsibilities
- Maintain the Notion CRM, keeping aviation sales deal stages, last-contact dates, and next steps current.
- Add missing deals, flag stale CRM records, and create entries from recorded sales Zoom call transcripts using Claude.
- Document next steps and delegate follow-ups to the appropriate sales representative.
- Follow up with two sales representatives to keep leads and deal records updated, and send consolidated pipeline status overviews.
- File aircraft photos, videos, spec sheets, sales brochures, maintenance reports, contracts, LOIs, APAs, and deposit confirmations in Dropbox.
- Manage the Outlook calendar, Calendly availability, rescheduling, and client scheduling emails.
- Send an end-of-day text with the next day’s schedule, preparation details, and a suggested workout time.
- Plan and book two to three mostly domestic trips per month using Kayak and airline apps, and handle check-in and confirmations.
- Handle waivers, vehicle registrations, business paperwork, family gifts and reminders, and payroll for the pool company.
- Possibly monitor GoHighLevel for new pool leads during working hours and send quick text replies; audit systems and identify additional tasks to take on.
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