[Remote] Executive and Sales Assistant (Remote or Hybrid in San Luis Obispo, CA)

Note: The job is a remote job and is open to candidates in USA. AI Data Management (AIDM) is hiring an Executive and Sales Assistant to support the President, office operations, and sales follow-through. The role manages scheduling and travel, coordinates sales appointments and follow-ups, and uses AI tools to support administrative work and client demonstrations.

Responsibilities

• Run the President’s calendar and book his meetings across US and international time zones
• Plan travel and track expenses
• Keep our workspace and supplies organized (hybrid role)
• Plan team retreats and events
• Handle admin paperwork for an international team
• Schedule appointments with prospects and clients
• Run short introductory demos on video calls with clients and prospects: what we do, our AI training classes and how to access our sandboxes
• Sit in on sales calls and take notes
• Follow up after each call, the same day
• Keep the sales pipeline current and moving in our CRM
• Prepare short briefing notes before the President's meetings
• Use AI assistants such as ChatGPT, Claude or Gemini to draft emails, summaries and meeting briefs, then check and finish them yourself
• Use AI meeting notes to capture calls and turn them into follow-ups and tasks
• Keep track of tasks in our own AI command center
• Spot repetitive admin work and suggest where AI or automation could take it over

Skills

• A couple of years of administrative, office and sales support experience
• You like sales
• Strong written and spoken English
• Confident on a video call explaining what we do to a client or prospect
• Outgoing and at ease talking with clients and partners
• Organized. You keep track of dates and details without reminders
• Proactive. You see what needs doing and do it
• Comfortable with Google Workspace, and confident learning new tools quickly
• You already use AI tools in your daily work or life, and you're keen to use them more
• For the remote role, a reliable internet connection and a quiet place for video calls
• For the hybrid role, able to work from our San Luis Obispo workspace on in-person days
• A college degree is preferred
• Experience with a CRM such as HubSpot or Salesforce
• Experience with QuickBooks or expense tracking
• An interest in technology, AI or product work

Benefits

• A sales commission bonus.
• Remote from the Americas, working US Pacific hours, or hybrid near San Luis Obispo, working from the workspace part of the week and remotely the rest.

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