Executive Assistant – Sales, Marketing, AI

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OneIMS - Integrated Marketing Solutions

WebsiteLinkedInAll Job Openings

51 - 200 employees

🤝 B2B

☁️ SaaS

B2B • Marketing • SaaS

OneIMS is a leading integrated marketing solutions provider focused on driving sustainable revenue growth for businesses. They offer a comprehensive range of services including SEO management, content marketing, HubSpot management, and operations services such as MarketingOps, SalesOps, and RevOps. By leveraging data-driven insights and a proven growth formula, OneIMS helps companies optimize their marketing, sales, and technology processes to achieve long-term success. Their industry expertise spans industrial and manufacturing sectors, technology and SaaS, as well as professional services, making them a trusted partner for businesses aiming to enhance their brand visibility and streamline revenue operations.

📋 Description

• 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. • 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 • Monitor CRM data quality and correct incomplete, duplicate, or outdated information.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. • 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. • 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. • 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. • 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.

🎯 Requirements

• 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

🏖️ Benefits

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