Executive Sales Assistant (LE) - Remote Eligible

Executive Sales Assistant

Hiring: Full-time Executive Sales Assistant - Remote - $9,600 - $14,400/yr

About the Client

11+ years of excellence delivering sophisticated tax and financial strategies to business owners and high-income individuals. Specializes in tax mitigation, business optimization, and wealth planning—helping clients grow smarter, not harder. Pioneers of the Virtual Family Office model, making elite financial tools accessible to more people. Collaborative, entrepreneurial culture where high-performers are empowered to take ownership and make an impact. Mission-first team with a deep commitment to delivering value beyond expectations.

Key Responsibilities of the Executive Sales Assistant

• Executive & Administrative Support
• Client Communication & Outreach
• Marketing & Content Creation
• CRM Management
• Billing & Collections

Why Are They Hiring an Executive Sales Assistant?

Our client is growing fast—and they're bringing on an Executive Sales Assistant to help turn daily chaos into smooth, scalable operations. With the founder focused on high-impact strategy and client work, they need a trusted partner to take the reins on scheduling, follow-ups, billing, inbox management, and day-to-day coordination. But this role goes beyond admin: you'll also support sales and growth by managing client outreach, keeping the CRM in top shape, helping with marketing content, and coordinating events that showcase the firm's expertise. There's even room to modernize internal processes, automate systems, and refine procedures—making you a key player in scaling the business from the inside out.

If you're the kind of person who lives to organize, optimize, and elevate, this is your chance to step into a role that truly moves the needle.

Qualifications

• Must-Haves:
• Exceptional attention to detail—you catch the small things that others miss.
• Self-starter with strong initiative and the ability to work independently with minimal direction.
• Proactive mindset—you anticipate needs, take action before being asked, and follow through with consistency.
• Strong organizational and multitasking skills, with a commitment to getting things done right and on time.
• Highly Preferred:
• Familiarity with the tax return process or prior experience working at a CPA firm, especially on the tax side, is a HUGE plus!
• Comfortable navigating financial or client management systems, CRMs, and cloud-based tools.

Responsibilities of the Executive Sales Assistant

• Executive & Administrative Support
• Appointment Management
• Book, manage, and confirm client appointments—primarily via Zoom or phone, with occasional in-person meetings
• Proactively handle scheduling conflicts and optimize calendar flow using tools like Calendly
• Meeting Support & Follow-Ups
• Take notes during client meetings and track action items to ensure timely follow-through
• Leverage AI note-taking tools (e.g., Otter.ai) to extract and summarize action items, reducing the need to attend every meeting live
• File & Document Organization
• Organize scanned files with clear naming conventions and logical folder systems for easy retrieval
• Accountability Partner
• Keep the founder on track with to-do lists and project deadlines—acting as a persistent, supportive nudge to get things done
• Process Improvement & Automation
• Review and refine internal processes (e.g., tax return procedures), identifying steps that can be standardized or automated
• TaxDome Client Portal Management
• Manage the workflow and documentation within TaxDome, including engagement letters and client document uploads
• Client Communication & Outreach
• Client Messaging
• Respond to and manage communication with clients via email, text, and DMs across platforms
• Send out timely mass updates (e.g., IRS announcements) using SMS or email blasts
• Email Campaigns & Newsletters
• Execute email marketing campaigns, resolve technical issues (e.g., Gmail delivery errors), and transition campaigns to GoHighLevel (GHL)
• Lead Research & List Building
• Research and compile lists of business owners and prospective clients (e.g., individuals who sold businesses in 2024)
• Locate contact information via LinkedIn, company websites, and online tools
• Event & Webinar Support
• Help organize and promote events such as webinars or educational seminars
• Assist in planning and coordinating webinars, client events, and speaking engagements, such as an "alternative investment cocktail hour" seminar
• Assist in outreach to generate interest in future speaking engagements and monthly webinars
• Marketing & Content Creation
• Social Media Management
• Grow the firm's presence on LinkedIn, Instagram, and YouTube by posting consistent, high-quality content
• Record and edit basic video content for educational or promotional use
• Draft captions and repurpose content using tools like ChatGPT
• Website Support (Nice-to-Have)
• Support website updates or overhaul projects by coordinating with web contractors and handling light maintenance or content uploads as needed
• CRM Management
• System Organization & Segmentation
• Manage contact data within GoHighLevel, including segmentation and list building for lead generation
• Assist in migrating contacts from Zoho and organizing them for effective outreach and follow-up
• Campaign Support
• Assist in creating and managing lead generation campaigns, including building landing pages within GHL
• Billing & Collections
• Monthly Billing Tasks
• Manage regular billing processes (minimum one full day per month)
• Follow up on unpaid invoices and maintain accurate records
• System Optimization (Growth area)
• Help implement a simpler billing system that improves client payment experience
• Improve current billing workflows, including introducing upfront retainers or requiring full payment prior to tax return filing

Want to Know More About the Client?

Our client is a dynamic financial services firm with over a decade of experience in tax planning, tax return preparation, and family office management for entrepreneurs and high-income earners. Founded on the belief that powerful tax strategies and wealth-building tools shouldn't be reserved for billionaires, they deliver Virtual Family Office (VFO) expertise to small and mid-sized business owners nationwide. From advanced tax mitigation to legacy planning, they provide holistic, high-impact strategies that unlock real, generational value.

Their edge? A unique blend of precision analytics and a deeply personalized approach to business, tax, and financial structure. They're on a mission to change lives—one balance sheet at a time—and their team culture is as sharp, strategic, and growth-driven as the work they deliver.

Culture and Core Values:

• Client