Sales and Aministrative Virtual Assistant (Remote)

VASL•San Francisco, CA

22h•Remote

About The Position

We are seeking a highly organized and proactive Virtual Assistant to support the Owner and Operations Team of a growing event staffing company. This role blends executive assistance, sales support, operations coordination, data management, and light marketing support. The ideal candidate is detail oriented, tech savvy, and comfortable managing multiple communication channels, systems, and priorities in a fast paced environment.

Requirements

detail oriented
tech savvy
comfortable managing multiple communication channels, systems, and priorities in a fast paced environment

Responsibilities

Support the Owner with sales pipeline management, administrative coordination, and client follow ups.
Monitor quotes and remind the owner when follow ups are due
Add and organize new leads in Zoho CRM
Track quote aging to prevent opportunities from going stale
Send light follow up emails to prospective clients
Draft outreach emails to venues, planners, and repeat clients
Compile segmented client lists for promotions and campaigns
Assist with proposal templates and sales materials
Conduct light research on competitors, venues, and event opportunities
Draft quotes using internal pricing guidelines and AI tools
Convert quotes into contracts and prepare them for client signature via Zoho Sign
Ensure signed agreements are properly filed and tracked
Monitor contract status and notify the team when agreements are completed
Enter and update client, lead, and event data in Zoho systems
Maintain organized digital records, files, and contact lists
Assist with data cleanup and organization projects across company systems
Provide administrative and communication support to the staffing team using Ubeya, Zingle, email, and internal workflows.
Send client reminders and confirmations for upcoming events
Follow up with staff for shift confirmations and reminders
Monitor and organize Zingle and email communications; respond when appropriate and escalate time sensitive issues to management
Monitor Ubeya Staff Chat for staff questions and respond when able
Monitor Zingle for urgent issues, staff call outs, and client inquiries requiring a response
Assist with resolving staffing or scheduling questions
Contact clients to confirm event details such as timelines, parking, and meeting locations
Ensure event and staffing records remain accurate across systems
Review job applicants and send interview scheduling messages
Re engage past candidates and assist with recruiting outreach
Maintain candidate and staff records
Update staffing records, event details, and staff notes across systems
Ensure Ubeya event data aligns with internal tracking lists
Assist with internal data cleanup and record organization
Assist with basic marketing tasks and digital presence.
Create and schedule social media content
Draft captions, testimonials, and promotional posts
Help manage social media accounts and engagement
Track website quote requests and tag leads in the CRM
Assist with light marketing materials and content organization