Executive Sales & Operations Assistant - Client: Industrial Manufacturing & Repair
Magic One
Executive Sales & Operations Assistant - Client: Industrial Manufacturing & Repair
DescriptionAbout the ClientOur client is a leading industrial manufacturing and hydraulic repair company in Southern California, serving government contracts and commercial clients across 11 counties. With over 45 years of industry presence and recent expansion into new manufacturing divisions, they're seeking their first executive assistant to support continued growth and operational excellence.
\nWhy this role exists
The Executive Sales & Operations Assistant will serve as a crucial support to the CEO, specifically focusing on managing and streamlining sales activities, ensuring accurate financial operations, and maintaining efficient administrative processes. This role is essential for unburdening executive leadership from daily sales tasks while ensuring precise data management and customer service excellence.
The Impact you’ll makeSales Support & Business Development\nCreate and manage email automation templates for mass email campaigns\nConduct thorough business research in California, including:\nIdentifying companies by specific SIC/NAICS codes\nGathering complete contact details (names, addresses, emails, phone numbers)\nIdentifying and documenting key decision-makers\nBuilding and maintaining prospect databases\n\n\nTransfer and maintain accurate data from Excel to HubSpot\nSupport overall sales activities database management\nAssist in streamlining sales processes\nFinancial Operations\nProcess accounts payable with detailed check-to-invoice matching\nPerform thorough verification of all financial entries\nConduct accounts receivable follow-up calls\nSupport payroll processing in QuickBooks with high attention to detail\nEnsure double-verification of all financial data\nMaintain detailed financial documentation\nAdministrative & Reception\nManage high-volume phone system (20-50 calls daily)\nEnsure professional communication with all callers\nMaintain organized documentation systems\nHandle reception duties during non-call periods\nCoordinate interdepartmental communications\nSystems & Data Management\nMaintain accurate HubSpot CRM database\nOperate JobBoss for operations tracking\nUtilize Microsoft Office/G Suite for daily tasks\nEnsure precise data entry across all platforms\nCreate and maintain systematic filing processes\n
Skills, Knowledge and ExpertiseRequired:\n2+ years of administrative/executive assistant experience\n1+ years of sales support or sales coordination experience\n1+ years working with HubSpot and QuickBooks\nProven experience in database management and research\nDemonstrated high accuracy in financial tasks\nClear English communication skills with no strong accent (mandatory)\nExperience in high-volume phone handling\nProven track record of attention to detail\nExperience with email automation and mass email campaigns\nWFH Set-Up:\nComputer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.\nInternet speed of at least 40MBPS\nHeadset with an extended mic that has noise cancellation and a webcam\nBack-up computer and internet connection\nQuiet, dedicated workspace at home\n\n\nYour Superpowers:\nExceptional attention to detail, particularly in financial data\nStrong research and data organization abilities\nClear and professional communication\nAdvanced multi-tasking capabilities\nSelf-verification and quality control mindset\nIndependent problem-solving skills\nProfessional phone etiquette\nQuick adaptation to new software systems\nYou should apply if… \nYou have a proven track record of accuracy in data entry\nYou excel in detailed research and documentation\nYou're comfortable managing high-volume phone lines\nYou have experience in sales support activities\nYou're skilled at creating and maintaining organized systems\nYou take pride in producing error-free work\nYou enjoy balancing multiple priorities with high attention to detail\n\nWhat to expect...
\nWork Setup:\nRemote position\nMust have a reliable internet connection and a quiet workspace\nRequired to provide own computer with Intel Core i5 or something similar or higher operating system\nWorking Hours:\nMonday to Friday from 9 AM to 5 PM PST (Pacific Standard Time)\n40 hours per week\nCompensation:\n$7 per hour\nNo benefits package included\n
Benefits
Department: Boutique Client
Employment Type: Freelance
Location: LatAm - Chile
Reporting To: Client via Magic
Compensation: $7.00 / hour
DescriptionAbout the ClientOur client is a leading industrial manufacturing and hydraulic repair company in Southern California, serving government contracts and commercial clients across 11 counties. With over 45 years of industry presence and recent expansion into new manufacturing divisions, they're seeking their first executive assistant to support continued growth and operational excellence.
\nWhy this role exists
The Executive Sales & Operations Assistant will serve as a crucial support to the CEO, specifically focusing on managing and streamlining sales activities, ensuring accurate financial operations, and maintaining efficient administrative processes. This role is essential for unburdening executive leadership from daily sales tasks while ensuring precise data management and customer service excellence.
The Impact you’ll makeSales Support & Business Development\nCreate and manage email automation templates for mass email campaigns\nConduct thorough business research in California, including:\nIdentifying companies by specific SIC/NAICS codes\nGathering complete contact details (names, addresses, emails, phone numbers)\nIdentifying and documenting key decision-makers\nBuilding and maintaining prospect databases\n\n\nTransfer and maintain accurate data from Excel to HubSpot\nSupport overall sales activities database management\nAssist in streamlining sales processes\nFinancial Operations\nProcess accounts payable with detailed check-to-invoice matching\nPerform thorough verification of all financial entries\nConduct accounts receivable follow-up calls\nSupport payroll processing in QuickBooks with high attention to detail\nEnsure double-verification of all financial data\nMaintain detailed financial documentation\nAdministrative & Reception\nManage high-volume phone system (20-50 calls daily)\nEnsure professional communication with all callers\nMaintain organized documentation systems\nHandle reception duties during non-call periods\nCoordinate interdepartmental communications\nSystems & Data Management\nMaintain accurate HubSpot CRM database\nOperate JobBoss for operations tracking\nUtilize Microsoft Office/G Suite for daily tasks\nEnsure precise data entry across all platforms\nCreate and maintain systematic filing processes\n
Skills, Knowledge and ExpertiseRequired:\n2+ years of administrative/executive assistant experience\n1+ years of sales support or sales coordination experience\n1+ years working with HubSpot and QuickBooks\nProven experience in database management and research\nDemonstrated high accuracy in financial tasks\nClear English communication skills with no strong accent (mandatory)\nExperience in high-volume phone handling\nProven track record of attention to detail\nExperience with email automation and mass email campaigns\nWFH Set-Up:\nComputer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.\nInternet speed of at least 40MBPS\nHeadset with an extended mic that has noise cancellation and a webcam\nBack-up computer and internet connection\nQuiet, dedicated workspace at home\n\n\nYour Superpowers:\nExceptional attention to detail, particularly in financial data\nStrong research and data organization abilities\nClear and professional communication\nAdvanced multi-tasking capabilities\nSelf-verification and quality control mindset\nIndependent problem-solving skills\nProfessional phone etiquette\nQuick adaptation to new software systems\nYou should apply if… \nYou have a proven track record of accuracy in data entry\nYou excel in detailed research and documentation\nYou're comfortable managing high-volume phone lines\nYou have experience in sales support activities\nYou're skilled at creating and maintaining organized systems\nYou take pride in producing error-free work\nYou enjoy balancing multiple priorities with high attention to detail\n\nWhat to expect...
\nWork Setup:\nRemote position\nMust have a reliable internet connection and a quiet workspace\nRequired to provide own computer with Intel Core i5 or something similar or higher operating system\nWorking Hours:\nMonday to Friday from 9 AM to 5 PM PST (Pacific Standard Time)\n40 hours per week\nCompensation:\n$7 per hour\nNo benefits package included\n
Benefits
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