Virtual Assistant, Sales and Email Outreach

Virtual Assistant, Sales and Email Outreach Location: Remote Schedule: Monday through Friday, with consistent availability during U.S. business hours Required overlap: Approximately 9:00 a.m. to 5:00 p.m. Pacific Time Position type: Part time, with the potential to grow to full time About the Role We are looking for a highly organized, detail oriented Virtual Assistant to support email outreach, sales follow up, CRM management, lead tracking, and daily administrative operations. This is not a basic data entry position. The right person understands how sales conversations move forward, knows how to communicate professionally with prospects, and takes ownership of making sure no lead, reply, task, or follow up is missed. You will work inside Airtable, Slack, Google Workspace, email platforms, and other sales tools to help maintain an accurate pipeline and support outbound sales activity. Core Responsibilities Email Outreach and Sales Support • Send outbound sales emails using approved templates and sequences • Personalize emails based on the prospect, company, industry, or previous conversation • Review email threads before responding so communication remains relevant and accurate • Monitor replies from outbound campaigns • Identify interested, qualified, unqualified, and unclear responses • Respond to prospects professionally and move conversations toward a meeting • Send thoughtful follow ups to leads who have not responded • Recognize sales opportunities and escalate high priority leads • Help schedule qualified meetings with prospects • Track bounced emails, automatic replies, unsubscribes, and incorrect contact information The role requires someone who can send outbound emails, personalize messaging, monitor inbound interest, help qualify leads, and book meetings when appropriate. Airtable and CRM Management • Add and update contacts, companies, opportunities, notes, statuses, and next steps in Airtable • Maintain accurate pipeline stages based on real prospect activity • Make sure every active lead has a clear status, next action, and follow up date • Remove duplicates and correct incomplete or outdated records • Track the last contact date, next action date, next action type, and lead priority • Keep sales records consistent across Airtable and Google Sheets • Move leads through the pipeline based on replies, meetings, interest, and outcomes • Make sure every action and important conversation is logged Airtable will serve as the primary source of truth for active relationships, while Google Sheets may also be used to organize early stage outbound data. Inbox and Follow Up Management • Review assigned inboxes throughout the workday • Categorize messages based on urgency and intent • Respond to interested leads promptly • Flag messages that require leadership review • Make sure no important email is left unanswered or untracked • Create and complete follow up tasks • Review overdue leads and high priority opportunities first • Coordinate follow ups based on the prospect’s timing and level of interest • Maintain a clean and organized inbox Google Workspace and Administrative Support • Maintain organized Google Sheets, Google Docs, and shared Google Drive folders • Format and clean spreadsheets • Research missing contact and company information • Prepare simple reports on outreach, replies, meetings, and pipeline activity • Take clear notes and document processes • Assist with calendar scheduling and meeting confirmations • Make sure calendar invitations include the correct participants, time, meeting link, and relevant notes Slack Communication • Communicate consistently with the team through Slack • Provide clear daily updates on completed work, priorities, questions, and blocked tasks • Respond promptly during scheduled working hours • Ask questions when instructions or prospect responses are unclear • Escalate urgent sales opportunities instead of allowing them to sit unattended Required Qualifications • Professional experience as a Virtual Assistant, Sales Assistant, Sales Development Representative, Email Outreach Specialist, or CRM Coordinator • Strong working knowledge of Airtable • Strong working knowledge of Slack • Strong working knowledge of Google Workspace, including Gmail, Google Sheets, Google Docs, Google Drive, and Google Calendar • Experience supporting outbound email campaigns • Understanding of basic sales processes, lead qualification, follow ups, and appointment setting • Ability to write clear, natural, professional emails in English • Strong English reading comprehension • Ability to review an existing email conversation and respond appropriately • Excellent attention to detail • Strong organizational and time management skills • Reliable internet connection • Reliable computer and professional remote workspace • Ability to work consistently during the required U.S. business hours Preferred Qualifications • Experience with cold email platforms, CRM systems, or sales automation tools • Experience researching prospects and companies • Experience cleaning, organizing, and importing lead data • Familiarity with email deliverability, bounced emails, unsubscribe requests, and campaign management • Experience managing sales pipelines and follow up schedules • Experience setting meetings for a sales team • Ability to identify when a lead is hot, warm, cold, or no longer qualified • Experience working with U.S. based companies What Success Looks Like • Outbound emails are accurate, personalized, and sent on time • Interested prospects receive timely responses • Qualified leads are moved toward meetings • Airtable accurately reflects current sales activity • Every active lead has a clear status and next step • Follow ups happen when promised • No important messages or sales opportunities are missed • Duplicate, incomplete, and outdated records are corrected • Daily work is communicated clearly through Slack • Problems are raised early rather than hidden or ignored Ideal Candidate You are proactive, organized, and comfortable taking ownership of recurring sales and administrative responsibilities. You do not wait to be reminded about every follow up. You carefully read instructions, check your work, and understand that accurate CRM data is essential to a functioning sales process. You are comfortable communicating with prospects, but you also know when a response should be escalated. You enjoy maintaining clean systems, moving tasks forward, and helping a team stay organized. Application Instructions Please include the following in your application: • Your country and time zone • Your availability in Pacific Time • Your desired hourly rate • Your experience with Airtable • Your experience with outbound email and sales follow up • The names of any email outreach or CRM platforms you have used • A brief example of how you would respond to a prospect who says, “This sounds interesting, but we are not ready right now” • A screenshot or short video showing an Airtable base you have previously worked in, with any confidential information removed • Confirmation that you have reliable internet and backup access in case of an outage