Sales Support Virtual Assistant

About the Role

We are looking for a detail-oriented and highly communicative Sales Support Virtual Assistant to assist with managing and nurturing existing sales prospects. The ideal candidate has strong experience using HubSpot, excellent English communication skills, and the ability to manage consistent, personalized follow-ups.

This role focuses on moving existing opportunities forward through professional follow-up calls, email communication, and effective sales pipeline management. This is not a cold-calling position.

Key Responsibilities

• Conduct follow-up calls to existing prospects and contacts within the sales pipeline. No cold calling required.

• Manage manual email follow-ups using client-provided templates.

• Review HubSpot deal notes, contact history, and pipeline activities before initiating follow-ups.

• Personalize and complete email templates according to each prospects deal status and previous interactions.

• Use sound judgment to determine appropriate follow-up timing and identify irrelevant or unnecessary communications.

• Coordinate with the client when clarification is needed before proceeding with a follow-up.

• Maintain consistent communication and help move existing deals forward through effective pipeline management.

Qualifications & Requirements

• Excellent English proficiency, both written and verbal (non-negotiable).

• Strong professional communication and conversational skills.

• High proficiency in HubSpot, particularly in managing deals, notes, and sales pipeline activities.

• Previous experience in sales support, lead nurturing, pipeline management, or sales administration.

• Comfortable conducting professional follow-up calls.

• Excellent attention to detail and ability to personalize communications.

• Strong critical thinking and sound judgment when handling prospect interactions.

• Ability to work independently, stay organized, and manage follow-up activities with minimal supervision.

Additional Requirements

• Phone System: Must be comfortable making outbound calls using a US-based phone number.

• AI-Assisted Communication: Familiarity with ChatGPT or Claude is preferred for grammar checks and ensuring polished, professional written communication. A paid subscription will be provided or covered by the client, so candidates will not be required to shoulder the subscription cost.

What Were Looking For

We are looking for someone who can communicate confidently and professionally in English, navigate HubSpot efficiently, and take ownership of follow-up activities. The ideal candidate is proactive, detail-oriented, and understands that effective sales support involves more than sending reminders—it requires reviewing context, personalizing communication, and knowing when to take action or seek clarification.