VaVa Virtual Assistants

VIRTUAL SALES ASSISTANT TO CO-FOUNDER (REMOTE / CONTRACT) VaVa Virtual Assistants is a remote company based in Atlanta, Georgia. We support business owners and growing teams by providing high-level virtual support across sales, operations, and executive functions. While our team works remotely, we collaborate closely through daily communication, shared systems, and structured workflows. We are seeking a detail-oriented, proactive Virtual Sales Assistant to support the Founder’s sales operations end-to-end. This role is highly process-driven and requires someone who is organized, responsive, and comfortable managing inboxes, CRMs, proposals, contracts, and follow-ups in a fast-moving sales environment. This role begins at 50 hours per month and may expand based on business needs. ROLE OVERVIEW The Virtual Sales Assistant is responsible for supporting all sales-related administrative and operational tasks, with a strong emphasis on: - Inbox and lead management - Sales call coordination and follow-up - Proposal and contract preparation - CRM accuracy and reporting - Sales process execution and optimization You will act as an extension of the Founder, ensuring that no sales opportunity slips through the cracks and that all processes move forward smoothly and professionally. CORE RESPONSIBILITIES - Monitor multiple inboxes daily, including the Founder’s email, shared sales inbox, and assigned folders - Draft, prepare, and organize sales-related email responses using approved templates - Maintain email thread continuity by replying within existing conversations whenever possible - Identify time-sensitive sales communications and prioritize accordingly - Monitor referral-related emails and prepare thank-you drafts when applicable - Manage scheduling-related email communication for sales activities Lead & CRM Management (Monday.com) - Add, update, and maintain all leads in Monday.com CRM - Accurately track lead sources, referral details, statuses, and follow-up timelines - Manage Leads, Contacts, Deals, Companies, and other CRM-related boards - Ensure CRM data accuracy to support reporting and analytics Sales Call & Calendly Management - Monitor Calendly daily to ensure sales calls are confirmed and properly scheduled - Verify lead intent and screen out applicants or non-sales inquiries - Handle missed, canceled, and rescheduled calls according to established processes - Update CRM statuses accordingly for completed, missed, or canceled calls - Call no-shows or unclear leads within designated timeframes to confirm interest - Ensure calendar availability aligns with the Founder’s schedule and coverage plans Proposal Preparation & Follow-Up - Draft sales proposals and proposal emails using approved templates - Track proposal status and manage follow-up cadence in the CRM - Move Leads through the sales funnel based on engagement and decisions Contract Preparation & New Client Processing - Prepare and send contracts - Populate contracts using sales call notes and internal forms - Track contract status and follow up with prospective clients as needed - Communicate with internal stakeholders to ensure smooth handoff after signing Reporting & Administrative Support - Prepare weekly sales reports and analytics using Calendly and CRM data - Send weekly hours recaps and sales summaries by established deadlines - Assist with sales-related one-off projects, outreach initiatives, follow-ups, and automation - Support light social media sales monitoring EXPECTATIONS & WORK STYLE - Demonstrate exceptional attention to detail and follow-through - Proactively identify gaps, issues, or missed opportunities in the sales process - Follow established SOPs while maintaining flexibility in dynamic situations - Communicate clearly, professionally, and consistently - Maintain confidentiality and discretion with sensitive information - Take ownership of assigned responsibilities without constant oversight REQUIRED QUALIFICATIONS - Must reside in and be authorized to work in the United States - 3+ years of experience in a sales assistant, sales operations, or executive support role - 3+ years of experience working in a fully remote environment - Strong experience managing inboxes, calendars, and CRMs in fast paced environments - Excellent written and verbal communication skills - High level of comfort with process-heavy, detail-oriented work PREFERRED EXPERIENCE - Experience supporting founders or executives in a sales-driven business - Familiarity with Monday.com, Calendly, DocuSign, and Google Workspace - Experience with proposal preparation and contract workflows - Comfort with making outbound calls for follow-up and verification - Prior experience in virtual assistant agencies or service-based businesses TECHNICAL SKILLS - CRM management and data maintenance - Calendar and scheduling software - Google Workspace (Gmail, Docs, Sheets, Drive, Calendar) - Time tracking and task management tools

SALES ACCOUNT EXECUTIVE - FULL-TIME W2 EMPLOYEE / REMOTE VaVa Virtual Assistants is a boutique virtual assistant agency based in Atlanta, GA with VaVa’s Contractors working remotely across the country. Our highly-skilled assistants provide businesses and executives with administrative support, bookkeeping, social media expertise, graphic design, and more. VaVa’s Contractors serve to support our Client’s endeavors. We make ideal matches between the skill sets of VaVa’s Contractors and the needs of our Clients. At VaVa Virtual Assistants, we strive for each Contractor to feel like the leader of their own small business. While everyone is virtual, we provide a supportive community to build connections and have fun. We are innovators, communication enthusiasts, creatives, and above all, people-people! This role focuses on utilizing a variety of sales and outreach strategies to identify and engage prospective clients who align with VaVa’s ideal client profile, while also nurturing relationships and providing ongoing support throughout the sales process to reinforce VaVa’s commitment to partnership, quality, and continuous improvement. The ideal candidate will be: - Energetic, engaging, self-motivating, and dynamic in their sales and client engagement approach - Capable of building strong relationships and making prospective clients feel confident, supported, and understood in a fully virtual environment - Resourceful in problem solving and proactive in identifying client pain points and anticipating business needs - Able to clearly identify and qualify VaVa’s ideal client profile and align solutions to their operational and administrative challenges - Highly organized, maintaining accurate CRM records, pipeline data, and historical account notes - Confident in interpreting verbal and nonverbal cues during discovery calls, demos, and client conversations - Clear, professional, and persuasive communicator with exceptional customer service and relationship-building skills - Extremely detail-oriented and efficient in managing sales processes, proposals, contracts, and follow-ups - Adaptable to the evolving needs of a fast-scaling business, shifting markets, and changing client priorities - Mindful of sales goals, quotas, timelines, results, and revenue targets - Technologically proficient and comfortable using CRMs, sales tools, and online databases to track and optimize performance - Able to clearly communicate value, set expectations, address objections, and provide thoughtful guidance throughout the sales cycle This role will be a full-time, remote, and salaried W2 employee position. *While this role is primarily remote, there may be optional opportunities for in-person networking or engagement based on interest and/or business needs. Responsibilities Lead Sourcing & Qualification - Develop a strong understanding of VaVa’s services, ideal client profile, target industries, and buyer personas, with the ability to clearly articulate value and fit. - Proactively source, identify, and qualify prospective clients through inbound inquiries, outbound outreach, referrals, partnerships, and creative prospecting strategies. - Research and assess prospective clients’ business needs, operational gaps, budgets, and readiness to buy to ensure alignment with VaVa’s offerings. - Create and maintain effective lead sourcing strategies and messaging across multiple channels, providing insight into which sources perform best and identifying new opportunities to test. - Manage the early-stage sales process efficiently, including initial outreach, discovery calls, needs assessments, qualification scoring, and scheduling next steps. Deal Management & Closing - Own the full sales cycle from qualified lead through proposal, negotiation, close, and handoff to onboarding. - Prepare customized proposals, scopes of work, and pricing recommendations that align client needs with VaVa’s service model and internal capacity. - Maintain consistent, timely follow-up with prospects, addressing questions, concerns, and objections while guiding them toward confident decision-making. - Collaborate with the Core Team to ensure accurate expectations are set regarding timelines, deliverables, and service structure prior to closing. - Clearly communicate value, outcomes, and next steps to prospects, ensuring a smooth and professional transition from sales to client onboarding. Administrative - Maintain accurate and up-to-date CRM records, including lead sources, prospect details, sales activity, pipeline stages, proposals, and historical account data. - Track and organize sales metrics, pipeline health, conversion rates, and performance against goals. - Attend regular Core Team meetings (weekly, monthly, quarterly, and as needed) to align on sales priorities, capacity planning, and company initiatives. - Provide ongoing feedback and insights to the Core Team regarding sales process improvements, lead quality, client trends, and opportunities to optimize conversion. - Support the development and documentation of sales processes, templates, playbooks, and internal resources to improve efficiency and scalability. General Qualifications - Must reside and be authorized to work in the United States - Prefer the Atlanta, GA (or surrounding) area, but other locations will be considered - 2+ years of working and/or selling in a virtual environment - 2+ years of sales and networking experience (outbound sales preferred, but not required) - Experience selling for a virtual company structure is preferred - Experience selling for services and not products is preferred - Experience communicating in online communities such as LinkedIn, networking groups, Slack, and other forums - Possess a strong understanding of sales tactics, buyer psychology, and behavioral cues to effectively adapt messaging and guide prospects through the sales process - Comfortable with people telling you ‘no’ - Excellent communication skills, both verbal and written - Open to direction and collaborative work style and commitment to get the job done Technical Qualifications - Knowledge of various scheduling, project management, and CRM technologies to manage and make helpful recommendations to streamline and improve - Sales methodology training, CRM certifications, or formal education in business, marketing, psychology, or communications (preferred, but not required) - Experience and comfortability with a range of virtual technology such as Calendly, Slack, Zoom, Monday.com, DocuSign, Dropbox, Google Suite, and Microsoft Office Employee Information - This role will be a full-time, remote, and salaried W2 employee position. - Full-time employment base pay salary range of $65,000-$80,000 annually. Compensation will be commensurate with experience. Compensation will include a base pay + unlimited commission earning structure. - Employee Benefits include optional health benefits (eligible immediately) and optional 401K with match (eligible after 6 months of employment).

RECRUITMENT & TALENT COORDINATOR - PART-TIME W2 EMPLOYEE / REMOTE VaVa Virtual Assistants is a boutique virtual assistant agency based in Atlanta, GA with VaVa’s Contractors working remotely across the country. Our highly-skilled assistants provide businesses and executives with administrative support, social media expertise, graphic design, and more. VaVa’s Contractors serve to support our Client’s endeavors. We make ideal matches between the skill sets of VaVa’s Contractors and the needs of our Clients. At VaVa Virtual Assistants, we strive for each Contractor to feel like the leader of their own small business. While everyone is virtual, we provide a supportive community to build connections and have fun. We are innovators, communication enthusiasts, creatives, and above all, people-people! This role focuses on the utilization of various strategies to seek out talented individuals who meet the needs and expectations of our Clients while also providing continued support and enhanced engagement to our existing Contractors in an effort to foster VaVa’s culture of continuous improvement and community. The ideal candidate will be: - Energetic, engaging, self-motivating, and dynamic in their approach - Capable of making virtual workforce feel like a cohesive unit - Resourceful in problem solving and proactive in addressing anticipated needs - Able to identify the qualities that makeup a top tier Administrator or Creative role - An overall organized individual who maintains accurate records and historical data - Confident in interpreting verbal and nonverbal messages - Communicative and responsible with excellent customer service and engagement skills - Extremely detail oriented and efficient in an effort to uphold standard and level up processes - Adaptable to the ever changing environment of a fast scaling business - Mindful of performance goals, deadlines, results, and budgets - Technologically proficient and comfortable organizing online databases - Able to clearly convey areas of improvement and provide individualized mentoring This role will be a part-time, remote, and salaried W2 employee position. Responsibilities Recruitment - Understand the Independent Contractor hiring process, as well as the nature of that status with specific attention to 1099 compliance parameters. - Project upcoming Contractor staffing needs and create and execute a plan for meeting those needs by utilizing innovative recruiting techniques to identify, headhunt, and attract the best talent for VaVa’s Contractor roles, as well as temp-to-hire and retained recruitment situations that may arise. - Create and maintain accurate and effective job postings across various job listing sites in order to attract the top candidates, and provide insight to which sites work best and new services to try. - Create an efficient system to consistently oversee all aspects of the hiring process for viable candidates including reviewing submitted applications, communicating sample project details, scoring project submissions, scheduling and conducting interviews, conducting background checks, facilitating applicable assessments, and drafting and sending offer letters in a timely manner. - Execute all necessary administrative support, paperwork, onboarding, and offboarding steps for new Contractors when they join and for Contractors when they leave. Culture & Engagement - Be the VaVa Contractors’ point of contact for all company questions, notices, and updates. - Be the Contractor Expert and Lead when working with Managers to pair Contractors with new and transitioned Clients based on the Contractor’s skillset and the Client’s services needed/preferences. - Prepare and strategize with Contractors for developing relationships with their Clients and following up to deliver feedback and address questions, supporting with questions or concerns that may arise with Clients. - Provide feedback (positive and constructive) to and consult with Contractors. Support and help to create a plan of action with Contractors to implement suggested changes in a timely manner. - Generate daily Slack and cultural engagement and lead community building and events. - Plan and lead monthly Team Huddles with our Core Team and VaVa’s Contractors. - Plan and execute surveys, security screenings, professional development processes, awards, and incentives for VaVa’s Contractors. - Represent VaVa’s culture and values at all times and ensure they are practiced by and encouraged by all. Administrative - Maintain historical human resource records; keeping past and current records. - Attend regular Core Team meetings that occur weekly, monthly, quarterly, and as needed. - Offer expertise and feedback on a quarterly basis for strategies to streamline the hiring process and have successful candidates work with VaVa on a long-term basis. - Work with the Core Team to design and develop programs, communications, events, workshops, etc. for Leaders, Managers, and VaVa’s Contractors that creatively and authentically reinforce VaVa’s unique values and culture. General Qualifications - Must reside and be authorized to work in the United States - Prefer the Atlanta, GA (or surrounding) area, but other locations will be considered - 2+ years of working and/or coaching in a virtual environment - 2+ years of talent location and recruiting experience, ideally for a virtual workforce - 2+ years of experience in organizational leadership - 2+ years of executive assistance, client support, or related experience - Familiar with recruiting and onboarding both employees and independent contractors - Excellent communication skills, both verbal and written - A demonstrated commitment to high professional ethical standards and a diverse workplace - Open to direction and collaborative work style and commitment to get the job done - Ability to look at situations from several points of view Technical Qualifications - Experience with Applicant Tracking Systems (ATS) such as: JazzHR, BambooHR, etc. - Experience with course and document creation programs such as: Teachable, Canva, etc. - Experience and comfortability with a range of virtual technology such as Calendly, Slack, Zoom, Monday.com, Airtable, Dropbox, Google Suite, and Microsoft Office. - Experience using personality and assessment tools is a plus - HR knowledge or certification is a plus Employee Information - This role will be a part-time, remote, and salaried W2 employee position. - Part-time employment salary range of $25,000-$35,000 annually. Compensation will be commensurate with experience. - Exact daily work schedule can be flexible but will be at least 20 hours per week during weekly business hours. - Employee Benefits include optional health benefits (eligible immediately) and optional 401K with match (eligible after 6 months of employment).

• Support all sales-related administrative and operational tasks • Monitor multiple inboxes daily, including the Founder’s email, shared sales inbox, and assigned folders • Draft, prepare, and organize sales-related email responses using approved templates • Maintain email thread continuity by replying within existing conversations whenever possible • Identify time-sensitive sales communications and prioritize accordingly • Monitor referral-related emails and prepare thank-you drafts when applicable • Manage scheduling-related email communication for sales activities • Add, update, and maintain all leads in Monday.com CRM • Accurately track lead sources, referral details, statuses, and follow-up timelines • Ensure CRM data accuracy to support reporting and analytics • Monitor Calendly daily to ensure sales calls are confirmed and properly scheduled • Draft sales proposals and proposal emails using approved templates • Prepare and send contracts • Prepare weekly sales reports and analytics using Calendly and CRM data • Assist with sales-related one-off projects, outreach initiatives, follow-ups, and automation • Support light social media sales monitoring