Executive Assistant (with Sales Experience)

About the Company

OPTIMAL is a property management support company that works with real estate investors and property managers across North America, helping them achieve Time, Financial, and Location freedom through the implementation of remote property management techniques with back-office management and fulfillment.

Job Overview

The ideal candidate is a female professional with proven experience in sales and excellent communication skills. Youll be the CEOs right hand managing daily priorities, coordinating communications, and ensuring sales initiatives run smoothly. You will balance classic EA responsibilities with sales-related support, helping the CEO stay focused on high-level business growth.

Designation: Executive Assistant to the CEO

Roles & Responsibilities

Administrative Support

• Calendar Management: Schedule, update, and prioritize meetings, appointments, and events.
• Expense Management: Prepare and submit expense reports; monitor reimbursements and company policy adherence.

Communication Management

• Email & Correspondence: Screen, prioritize, and respond to emails and other communications on behalf of the CEO.
• Meeting Preparation: Prepare agendas, talking points, and briefing documents for internal and external meetings.
• Gatekeeping: Act as the primary point of contact between the CEO and internal/external stakeholders.

Strategic Support

• Project Coordination: Track key projects and initiatives, provide updates, and ensure deadlines are met
• Research & Reporting: Conduct research and compile data to support strategic decisions.
• Confidentiality: Maintain strict confidentiality of all sensitive company information and decisions.

Relationship Management

• Internal Liaison: Communicate on behalf of the CEO with any members of the team.
• External Liaison: Coordinate with partners, clients, vendors, and other external parties.

Sales and Business Development

• Lead Generation: Identify, research, and qualify potential leads through online platforms, networking, and referrals.
• Prospecting: Initiate outreach to potential clients via calls, emails, and social channels to create business opportunities.
• Client Engagement: Assist in managing client relationships, scheduling follow-up calls, and maintaining rapport with key contacts.
• Sales Coordination: Prepare proposals, contracts, and sales decks; ensure timely delivery of materials to prospects and clients.
• Pipeline Tracking: Maintain and update the CRM with lead and client information; track progress of deals.
• Meeting Participation: Join client calls or meetings with the CEO, take detailed notes, and follow up on action items.
• Market Research: Monitor industry trends, competitor activities, and potential partnership opportunities to inform sales strategy

Preferred

• Experience in real estate or property management cold calling (not required but a plus).

• Female candidate preferred

• Proven sales experience, ideally in a client-facing role, with at least 2-3 years of relevant experience.

• Excellent written and verbal communication

• Highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment.

Compensation

• Hourly rate or base pay (depending on experience)

• 6 Paid Holidays (Based on Filipino Holidays)

• Independent Work Environment

• Schedule - EST

• HMO on the 6th month

• 5 Paid Days Off (Approved same day or next day by HR)