Executive Assistant (EA) Sales Admin Pod Support

Overview
We’re hiring a proactive high attention to detail Sales Admin / Executive Assistant to support a Sales Pod (multiple closers/setters/accounts) by acting as an operational “eagle eye.” This role exists to make sure nothing slips through the cracks across pre call prep, during call actions, post call admin and follow ups, data accuracy, and daily execution.
If you’re highly organized, process driven, comfortable working inside CRMs, have a knack for project management, and take pride in catching small details others miss, this role is for you.

Core Responsibilities
1. Pre Call SOP Compliance
Ensure closers followed pre call SOPs, including:
Reaching out prior to the call
Maintaining back and forth communication to humanize the process early if the prospect responded
Proper follow ups if the prospect dropped off or never responded
2. During Call SOP Enforcement
If a prospect does not join Zoom at the scheduled time, verify the closer:
Called at least 2x
Sent texts and emails
Took all reasonable actions to recover the call
3. Post Call Audits & PCN Audits
Ensure strong CRM hygiene after every call:
Deal moved to the correct pipeline stage
Notes updated clearly
Tasks added anytime a deal is not Closed Won or Closed Lost
PCNs (Post Call Notes) are:
Completed on time
Accurate
Honest (training provided on how to validate this)
If not honest/accurate call that out and flag down a higher up
4. Updates After Every Interaction
Confirm that after every interaction (unless Closed Won/Lost):
Notes are updated
Old tasks are cleared
New tasks are created
Pipeline stage is updated when appropriate
5. Pipeline Stage Management
Ensure setters and closers move prospects to the proper pipeline stage at all times, and after every interaction
6. Task Reviews
Review each rep’s tasks daily:
Identify overdue tasks
Ensure completion
Escalate patterns to managers
7. Unread Conversation Reviews
Audit unread conversations for setters and closers
Ensure conversations are responded to and cleared daily
8. Live Handoff QC
Verify proper handoffs when:
Calls run long
Double bookings occur
Ensure reps post in the correct handoff channel and request coverage
Ensure someone picks up that handoff
9. White Space SOP Enforcement
During no shows, cancels, or open calendar time, ensure closers are:
Calling/texting upcoming appointments to pull them forward
Working follow ups
Working tasks and smartlists
Calling no shows, cancels, applications, or leads
Validate productivity and activity during white space
If they’re not on a call they should be getting a call
10. Smartlist Management
Ensure setter and closer priority smartlists are worked and kept clear
11. Daily Calendar Availability Reporting
Review calendars daily
Report available slots for key calendars
12. PM / Chasing Items to Completion
Support closer and setter managers by:
Following up on assigned rep tasks
Helping unblock tech or ops issues
Looping in the right people
Ensuring requests are fully completed
When something or a group of things are missed those should be tracked for completion %s across the board and for each rep, and everything missing shouldn’t just be reported on 1 day, it should be rolled over into the next day and pursued aggressively until complete
13. Manager Reporting
Report risks, gaps, missed SOPs, and operational issues to:
Closer Managers
Setter Managers

Required Skills & Experience
Extremely high attention to detail
Strong organizational and time management skills
Comfortable working with:
CRMs (HubSpot, GHL, or similar)
Task systems
Calendars and call recordings
Ability to follow SOPs exactly
Clear written communication
Proactive mindset, you flag issues before being asked
When something feels off, or you feel there is a better, more efficient way to do something, speak up! You’re in a leadership role here that directly drives tons of extra revenue, you’re expected to act and move as such. No ego here, but we want to work with winners.
Strongly Preferred:
Prior experience supporting sales teams or info sales environments
Experience with sales ops, QA, EA, or admin support

Working Style Expectations
You check work carefully, accuracy matters more than speed
You don’t wait to be told when something looks wrong
You’re comfortable enforcing standards and reporting gaps
You enjoy bringing order to chaos

Location & Availability
Preferred: Philippines
Also open to: Lebanon
Full time availability aligned with US business hours (exact schedule to be discussed)
If it’s found out that the ball is being dropped or it’s suspected you’re working multiple gigs you will be let go.

Compensation
$1,000 USD per month

IMPORTANT APPLICATION INSTRUCTIONS (REQUIRED)
To be considered, you must complete the application task below. Applications without this will not be reviewed.
???? Application Task:
Carefully read this job description and complete the tests that will be sent with it. This role requires extreme attention to detail, following instructions is part of the evaluation.

Why This Role Matters
This role directly impacts:
Show rate
Close rate
Follow up effectiveness
Data accuracy
Cash per booking
You’ll be a key part of keeping the entire sales operation running at a high level.

(Tests, grading rubric, and DISC assessment are provided below.)


TEST 0 Instruction Following Gate (PASS / FAIL)
Instructions (Must Follow Exactly)

Email subject line must be: EA POD AUDIT SUBMISSION
All responses must be completed using the templates below
Do not change formatting
Use 24 hour time
Submit all tests and information to ----------
Include the word EAGLE at the very bottom of your submission
Failure to follow any instruction results in automatic rejection.

TEST 1 Live Audit + Logging Test (CORE TEST)
What You Are Given
You will receive mock CRM data for 3 prospects including:

MOCK CRM DATA (USE FOR ALL TESTS)
Prospect 1 John Martinez (Closer: Alex)
Scheduled Call: 09:00
Outcome Logged: No Show
Actual Events:
No Zoom join
1 text sent at 09:06
No calls placed
No email sent
Pipeline Stage: No Show
PCN: "Didn’t show. Will follow up later."
Tasks: None
Conversation History:
08:40 Closer sent calendar reminder text
No response from prospect

Prospect 2 Sarah Kim (Closer: Brian)
Scheduled Call: 11:30
Outcome Logged: Show
Actual Events:
Prospect joined Zoom at 11:38
Call lasted 9 minutes
Pipeline Stage: Show
PCN: "Good call. Prospect interested but needs time."
Tasks: None
Conversation History:
No pre call outreach
No follow up message after call

Prospect 3 Mike Thompson (Closer: Alex)
Scheduled Call: 14:00
Outcome Logged: Reschedule
Actual Events:
Prospect texted at 13:55 asking to reschedule
Closer replied at 14:20
Pipeline Stage: Rescheduled
PCN: "Asked to reschedule."
Tasks: Task exists "Follow up next week" (no due date)
Conversation History:
Delayed response
No confirmation sent

Your Task
Log every issue you see, not just the obvious ones.

ADDITIONAL APPLICATION REQUIREMENTS (MANDATORY)
In addition to completing the tests above, you must submit both of the following. Applications missing either item will not be reviewed.

1. DISC Personality Assessment
Complete a free DISC assessment at the link below:
???? ----------
Submission Requirements:
Upload or attach a screenshot or PDF of your final DISC results
Do not summarize submit the actual results

2. Loom Video (2-5 Minutes)
Record a Loom video covering all of the topics below.
Your Loom must cover:
Your prior sales admin / sales ops experience
Info sales offers you’ve supported (setters, closers, pods, CRMs used)
Specific examples where you demonstrated:
High attention to detail
Proactivity (spotting issues before being asked)
Holding reps accountable to SOPs
How you are comfortable communicating up:
Flagging issues to managers or leadership
Escalating patterns or risks clearly and professionally

Submit all tests and information to ----------