Executive Assistant - Sales, Marketing & AI

We are looking for a highly organized, proactive, and technology-driven Executive Assistant who can support leadership while helping manage sales, marketing, reporting, communication, and administrative operations.

This is not a traditional administrative assistant position. The ideal candidate will understand HubSpot, AI tools, sales technology, inbox management, presentations, proposals, reporting, and customer communication.

We need someone who can take ownership, follow through on assignments, communicate professionally, and use technology to make the organization more efficient.

What You’ll Do

Executive and Administrative Support

• Manage calendars, Inboxes, meetings, appointments, priorities, and follow-up tasks.
• Monitor executive and company inboxes, identify important messages, and organize communications by priority.
• Draft and send professional email responses with proper approval and context.
• Track outstanding requests, deadlines, commitments, and action items.
• Prepare leadership for internal, prospect, and client meetings.
• Maintain confidentiality when working with sensitive company, employee, prospect, and client information.

HubSpot Sales and Marketing Support

• Use HubSpot’s Marketing Hub, Sales Hub, CRM, and reporting tools.
• Maintain accurate contact, company, deal, and activity records.
• Create and update deals, tasks, notes, lists, properties, pipelines, and workflows.
• Help build and manage email campaigns, forms, landing pages, lists, and basic automations.
• Build HubSpot reports and dashboards for sales, marketing, pipeline, revenue, lead generation, and team activity.
• Monitor CRM data quality and correct incomplete, duplicate, or outdated information.
• Track prospects and clients throughout the sales process.
• Help ensure that leads and sales opportunities receive timely follow-up.
• Document processes and maintain organized records inside HubSpot.

Sales and Revenue Operations

• Use prospecting and sales intelligence tools such as Apollo to research companies, identify contacts, and build targeted prospect lists.
• Support outbound prospecting and lead-generation campaigns.
• Help prepare meeting agendas, discovery notes, follow-up emails, and sales materials.
• Create professional quotes, proposals, and sales documents.
• Help manage quote approvals, revisions, delivery, and electronic signatures.
• Track proposal status and follow up on unsigned or unanswered quotes.
• Keep sales pipelines, deal stages, next steps, close dates, and forecast information updated.
• Produce weekly reports covering pipeline activity, opportunities, follow-ups, meetings, and revenue progress.

Calls and Meetings

• Schedule, organize, and help facilitate internal, prospect, and client calls.
• Prepare agendas and ensure participants have the correct meeting information and materials.
• Take clear meeting notes and capture decisions, assignments, owners, and deadlines.
• Use AI tools to summarize transcripts and convert conversations into organized action items.
• Send follow-up communication after meetings.
• Make sure all notes, recordings, and next steps are documented in HubSpot.
• Follow up with team members to ensure assigned action items are completed.

AI and Automation

• Use Claude and ChatGPT to improve research, writing, meeting preparation, reporting, communication, and administrative workflows.
• Understand how to work with MCP integrations, connected applications, and AI-enabled tools.
• Use AI responsibly to analyze information, draft communications, summarize meetings, and organize company knowledge.
• Review all AI-generated work for accuracy, tone, confidentiality, and brand alignment.
• Identify repetitive tasks that can be improved through AI, HubSpot workflows, integrations, or automation.
• Learn new tools quickly and help document effective AI processes for the team.

Presentations and Documents

• Create professional presentations in Google Slides and other presentation tools.
• Help build proposals, quotes, reports, and sales presentations using HubSpot data.
• Turn ideas, notes, and meeting transcripts into clear, well-structured presentations.
• Use AI-assisted design tools to improve layouts, messaging, and visual consistency.
• Maintain branded templates for proposals, presentations, reports, and other company documents.
• Proofread all materials for accuracy, grammar, formatting, and brand consistency.

Tools and Experience

The ideal candidate should have experience with:

• HubSpot CRM
• HubSpot Marketing Hub
• HubSpot Sales Hub
• HubSpot reports and dashboards
• HubSpot quotes, pipelines, workflows, lists, and email tools
• Claude
• ChatGPT
• MCP integrations and connected AI tools
• Apollo or similar prospecting platforms
• Google Workspace, including Gmail, Calendar, Docs, Sheets, and Slides
• Electronic signature and proposal-management tools
• Video conferencing and meeting-transcription tools
• Project-management and task-tracking platforms

What We’re Looking For

• Previous experience as an executive assistant, sales coordinator, marketing coordinator, or revenue operations assistant
• Strong working knowledge of HubSpot sales and marketing tools
• The ability to create useful reports and dashboards in HubSpot
• Experience using AI tools in real business workflows
• Strong professional writing, editing, and proofreading abilities
• Excellent verbal communication and phone skills
• The ability to communicate professionally with executives, employees, prospects, and clients
• Strong attention to detail and a commitment to accuracy
• Excellent organization, prioritization, and time-management skills
• The ability to manage multiple inboxes, projects, meetings, and deadlines
• A proactive mindset and the ability to anticipate what needs to happen next
• The judgment to know when to act independently and when approval is required
• The ability to protect confidential and sensitive information
• Dependability, professionalism, curiosity, and consistent follow-through

• Fully remote position with flexible working hours.
• Opportunity to work with a dynamic, growth-driven team
• Paid Time Off
  

About the Company

OneIMS is a global inbound digital marketing agency with offices in sunny Southwest Florida and regional offices throughout the world. Our team is dedicated to helping our clients achieve their sales and marketing goals using the most up-to-date and innovative strategies and technologies available. We believe we are one of the best in the industry and are looking for candidates who are just as passionate about marketing as we are.
At OneIMS you will enjoy a great working environment, plenty of perks, nurturing leadership team, and caring co-workers. Come work with us if you believe you can make our team even better!