Title: Sales and Administrative Virtual Assistant
Job Type: Full-Time, Remote
Timings: 4 PM - 1 AM (Pakistan Standard Time)
Overview:
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.
Key Responsibilities
1. Owner Support (Sales, Executive, and Administrative):
Support the Owner with sales pipeline management, administrative coordination, and client follow ups.
Sales Pipeline Management
- 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
Administrative Support
- 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
Contracts & Quotes
- 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
Data Entry & Organization
- 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
2. Staffing & Operations Support
Provide administrative and communication support to the staffing team using Ubeya, Zingle, email, and internal workflows.
Daily Operations
- 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
Recruiting Support
- Review job applicants and send interview scheduling messages
- Re engage past candidates and assist with recruiting outreach
- Maintain candidate and staff records
Data Entry & System Updates
- 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
3. Marketing & Social Media Support
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