Sales Development & Operations Virtual Assistant

About Social Commerce Club

Social Commerce Club is a division of Podean. We are at theintersectionof eCommerce, content, and social media, and we aim to lead this movement with agility, creativity, and measurable impact. Whether it’s TikTok Shops, YouTube Shopping, or another platform that hasn’t even launched yet, our focus is always on turning views into sales.

Our job is not just to make great content or run profitable ads—it’s to merge the two into a powerful, scalable system that grows brands. The future belongs to brands that adapt and thrive on social platforms, and we’re building the bridge to that future.

Role Overview

We are looking for a proactive, highly organized Sales Development & Operations Virtual Assistant to support our Sales Lead across the full sales cycle—from initial follow-up through contracting, onboarding, and reporting.

This is not a traditional administrative role. We need someone with strong judgment, high agency, and prior experience supporting a fast-moving sales team. The right person will anticipate what needs to happen next, keep opportunities moving, and ensure nothing falls through the cracks.

A major component of the role will be managing prospect and client communication. You must be an exceptional English-language communicator who can learn and consistently write in the Sales Lead's voice.

Key Responsibilities

Prospect and Client Follow-Up

• Draft and send timely follow-up emails to prospects and clients.
• Learn and accurately replicate the Sales Lead’s communication style, tone, and positioning.
• Track open conversations, commitments, and outstanding action items.
• Proactively flag stalled opportunities and recommend the appropriate next step.
• Coordinate follow-ups across email, HubSpot, and internal communication channels.

HubSpot and Pipeline Management

• Maintain accurate deal stages, contact records, tasks, notes, and next steps.
• Ensure every active opportunity has a clear owner, next action, and follow-up date.
• Create tasks and reminders following calls and important email exchanges.
• Identify missing, outdated, or inconsistent CRM data.
• Support ongoing pipeline reporting and sales forecasting.
• Help reinforce consistent CRM processes across the sales team.

Audit and Pitch Coordination

• Coordinate the information, access, assets, and inputs required for prospect audits.
• Track audit and pitch deadlines across internal teams.
• Schedule pitch calls and coordinate attendance.
• Prepare agendas, links, background information, and supporting materials.
• Ensure deliverables are reviewed and ready before client-facing meetings.
• Document decisions and assign follow-up actions after each call.

Contract Administration

• Prepare PandaDoc agreements using approved templates and commercial terms.
• Coordinate revisions and maintain clear version control.
• Track contracts through internal review, client review, signature, and completion.
• Follow up on outstanding agreements and required information.
• Escalate material redlines or commercial changes to the appropriate stakeholder.
• Maintain accurate records of contract status and final executed documents.

Onboarding Handoff Coordination

• Organize the transition from closed-won opportunity to onboarding.
• Confirm that contracts, pricing, scope, contacts, and client expectations are documented.
• Prepare concise internal handoff summaries.
• Schedule onboarding meetings and coordinate required attendees.
• Ensure the delivery team has the information and assets needed to begin successfully.
• Track unresolved items until the handoff is complete.

Reporting and Dashboard Support

• Support recurring sales and revenue reporting.
• Review dashboards for missing, duplicated, or inconsistent information.
• Cross-check key figures against HubSpot and other source systems.
• Help maintain accurate pipeline, conversion, and revenue reporting.
• Flag discrepancies and coordinate corrections with the appropriate team members.

Ideal Candidate

• Ability to work within Pacific and Eastern hours (required)
• Previous experience supporting a sales, business development, client success, or revenue operations team.
• Demonstrated ability to work independently and take ownership without waiting for step-by-step direction.
• Excellent written and spoken English.
• Strong business writing skills and the ability to adapt to an executive’s voice.
• Familiarity with HubSpot or a comparable CRM.
• Experience coordinating multi-step sales processes with several stakeholders.
• Strong attention to detail, follow-through, and deadline management.
• Comfortable working in a fast-moving agency or performance-driven environment.
• Able to handle confidential commercial and client information responsibly.
• Willing to challenge unclear information, identify risks, and ask thoughtful questions when needed.

AI and Technology Skills

The successful candidate should be comfortable using AI as part of their daily workflow while applying sound human judgment. This may include:

• Drafting and refining prospect or client emails.
• Summarizing calls, emails, and sales notes.
• Extracting action items and updating CRM records.
• Researching companies and preparing meeting briefs.
• Comparing contract revisions and identifying changes.
• Creating repeatable prompts, templates, and workflows.
• Using automation to reduce repetitive administrative work.
• Reviewing AI-generated work carefully for accuracy, tone, and confidentiality.

Experience with tools such as ChatGPT, Claude, HubSpot, PandaDoc, Google Workspace, Slack, and meeting transcription platforms is preferred.

What High Performance Looks Like

• Prospect and client follow-ups are completed accurately and on time.
• Every active HubSpot opportunity has a current stage, next step, and follow-up date.
• The Sales Lead can review and approve most drafted communications with minimal editing.
• Audits, pitches, contracts, and onboarding handoffs move forward without avoidable delays.
• Sales reports and dashboards are reliable and discrepancies are flagged proactively.
• Risks, stalled opportunities, and missing information are surfaced before they become problems.
• The sales team spends less time on administration and more time advancing and closing opportunities.

Working Style

We are looking for someone who:

• Takes ownership of outcomes, not just assigned tasks.
• Anticipates the next two or three steps in a process.
• Communicates clearly when something is blocked.
• Brings proposed solutions instead of only identifying problems.
• Can prioritize competing deadlines based on urgency and revenue impact.
• Works well with sales, client success, operations, finance, and delivery teams.

We thank all applicants for applying, however, only successful applicants will be contacted.