Sales & Creative Executive Assistant

**Company Overview**

At Viral Ideas, we believe in the power of video to transform brands and connect with audiences on a deeper level. As a leading video marketing agency, we specialize in creating engaging, high-quality content tailored to today’s fast-paced digital landscape. We deliver creative solutions that resonate with viewers and drive results. Our team is at the forefront of video innovation, leveraging cutting-edge AI and the latest industry trends to produce videos that not only meet but exceed our clients’ expectations.

**Why Join Us**
- Diverse Projects: Work on exciting campaigns across various industries, including with Fortune 500 customers.
- Innovative Environment: Join a team that leverages the latest AI tools and video marketing trends.
- Remote Flexibility: Enjoy the freedom to work from anywhere
- Dynamic Team: Be part of a supportive community that values creativity and collaboration.

**Overview**

**Key Responsibilities**
- **Executive Assistance**:

- Manage the lead salesperson’s calendar, meeting invites, and daily tasks.
- **Sales Support & Prospecting**:

- Assist with scheduling and following up on leads, including inbound inquiries and existing prospects.
- Keep the CRM (HubSpot) updated with leads, notes, and relevant documentation.
- Identify new sales opportunities and coordinate with the sales team to ensure seamless handoff.
- **Automated Workflow Creation & Management**:

- **Design, build, and maintain automated workflows** in HubSpot to track prospects from inquiry to deal closure.
- Develop and optimize **ClickUp automation** for task assignment, project tracking, and cross-department collaboration
- Continuously refine workflows based on performance data to maximize efficiency and accuracy.
- Provide clear documentation and training to the team on using and managing these automated processes.
- **Client Engagement & Cross-Functional Collaboration**:

- Attend client meetings (virtual) as needed to take notes, coordinate next steps, and ensure follow-up.
- Communicate cross-functionally with operations, creative, and management teams to relay client needs and project updates.
- Provide prompt, friendly customer service, ensuring a high level of client satisfaction.
- **Creative & Video Production Coordination**:

- Fill out creative briefs and coordinate with the operations and creative teams to ensure timely project delivery.
- Maintain process documentation, SOPs, and best practices in ClickUp (or Google Drive) for easy reference.
- **Leverage your experience in video production/editing** to communicate effectively with creative teams and understand project needs and timelines.
- **Project & Organizational Management**:

- Track project progress, ensuring deadlines are met and status updates are clearly documented.
- Keep detailed records in project management tools (ClickUp) and organize files in Google Drive.
- Continuously optimize workflows, processes, and organizational systems to enhance team efficiency.

**Qualifications**
- **Experience**:

- **Must have prior experience working in a video production, video editing, or video creative company.**:

- Previous experience as an Executive Assistant, Sales Operations Manager, Sales Support Specialist, or similar role is highly preferred.

**Workflow Automation Skills**
- Familiarity with **ClickUp automations**, project templates, and integrations.

**Tools & Technology**
- Proficiency in HubSpot (including chat support), ClickUp, and Google Workspace (Docs, Sheets, Drive).
- Ability to troubleshoot and optimize integrations between various software platforms.

**Communication & Personality**
- Exceptional spoken and written English; comfortable meeting with clients virtually.
- Extroverted, proactive, and collaborative mindset—loves high-touch interaction throughout the day.

**Organization & Attention to Detail**
- Must be meticulously organized and passionate about creating order for others.
- Able to juggle multiple priorities and client interactions without missing a beat.

**Time Zone & Schedule**
- Available Monday to Friday, 8:30 AM-5 PM Eastern Time (±1-2 hours).

**Why Join Us?**
- **Impactful Role**: Become an indispensable partner to our lead salesperson, influencing sales success and creative output.
- **Remote Flexibility**: Work from home with a global team, while staying aligned with EST.
- **Growth Opportunities**: Develop expertise in advanced CRM/project management automations, sales strategy, and video production processes.
- **Collaborative Culture**: Join a team that values communication, organization, and continuous improvement.

**Salary Range**: $1,900-$2,300/month

**How to Apply**

If you love taking charge of processes, building efficient workflows, and supporting a fast-paced sales leader while leveraging your video production experience, **we want to hear from you** Please send your resume, a brief cover letter outlining your relevant background, and any examples of automated wor