Executive Assistant – Sales, Marketing, AI

OneIMS - Integrated Marketing Solutions

Executive Assistant managing sales, marketing, and administrative tasks in a digital marketing agency. Utilizing HubSpot and AI tools to enhance productivity and communication.

Posted 7/16/2026full-timeRemote • 🇭🇳 HondurasMid-LevelSeniorWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in managing executive calendars, communications, and meetings while utilizing HubSpot tools for sales and marketing. Proficient in professional writing, organization, and maintaining confidentiality in sensitive environments.

Highest-signal resume keywords

HubSpot Sales ToolsProfessional WritingAI Tools ExperienceOrganizational SkillsConfidentiality Management

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Calendar ManagementEmail Campaign ManagementReport CreationData Quality MonitoringProposal DevelopmentMeeting PreparationSales Pipeline TrackingDocument ProofreadingPresentation CreationWorkflow Automation

Soft Skills

Attention to DetailVerbal CommunicationTime ManagementProactive MindsetDependability

Tools & Technologies

HubSpot Marketing HubHubSpot CRMApolloGoogle SlidesClaudeChatGPT

Industry Keywords

Executive AssistantSales CoordinatorMarketing CoordinatorRevenue Operations AssistantLead Generation

Tech Stack

Tools & technologies

Apollo

About the role

Key responsibilities & impact

Manage calendars, Inboxes, meetings, appointments, priorities, and follow-up tasks.
Monitor executive and company inboxes, identify important messages, and organize communications by priority.
Draft and send professional email responses with proper approval and context.
Track outstanding requests, deadlines, commitments, and action items.
Prepare leadership for internal, prospect, and client meetings.
Maintain confidentiality when working with sensitive company, employee, prospect, and client information.
Use HubSpot’s Marketing Hub, Sales Hub, CRM, and reporting tools.
Maintain accurate contact, company, deal, and activity records.
Create and update deals, tasks, notes, lists, properties, pipelines, and workflows.
Help build and manage email campaigns, forms, landing pages, lists, and basic automations.
Build HubSpot reports and dashboards for sales, marketing, pipeline, revenue, lead generation, and team activity.
Monitor CRM data quality and correct incomplete, duplicate, or outdated information.
Track prospects and clients throughout the sales process.
Help ensure that leads and sales opportunities receive timely follow-up.
Document processes and maintain organized records inside HubSpot.
Use prospecting and sales intelligence tools such as Apollo to research companies, identify contacts, and build targeted prospect lists.
Support outbound prospecting and lead-generation campaigns.
Help prepare meeting agendas, discovery notes, follow-up emails, and sales materials.
Create professional quotes, proposals, and sales documents.
Help manage quote approvals, revisions, delivery, and electronic signatures.
Track proposal status and follow up on unsigned or unanswered quotes.
Keep sales pipelines, deal stages, next steps, close dates, and forecast information updated.
Produce weekly reports covering pipeline activity, opportunities, follow-ups, meetings, and revenue progress.
Schedule, organize, and help facilitate internal, prospect, and client calls.
Prepare agendas and ensure participants have the correct meeting information and materials.
Take clear meeting notes and capture decisions, assignments, owners, and deadlines.
Use AI tools to summarize transcripts and convert conversations into organized action items.
Send follow-up communication after meetings.
Make sure all notes, recordings, and next steps are documented in HubSpot.
Follow up with team members to ensure assigned action items are completed.
Use Claude and ChatGPT to improve research, writing, meeting preparation, reporting, communication, and administrative workflows.
Understand how to work with MCP integrations, connected applications, and AI-enabled tools.
Use AI responsibly to analyze information, draft communications, summarize meetings, and organize company knowledge.
Review all AI-generated work for accuracy, tone, confidentiality, and brand alignment.
Identify repetitive tasks that can be improved through AI, HubSpot workflows, integrations, or automation.
Learn new tools quickly and help document effective AI processes for the team.
Create professional presentations in Google Slides and other presentation tools.
Help build proposals, quotes, reports, and sales presentations using HubSpot data.
Turn ideas, notes, and meeting transcripts into clear, well-structured presentations.
Use AI-assisted design tools to improve layouts, messaging, and visual consistency.
Maintain branded templates for proposals, presentations, reports, and other company documents.
Proofread all materials for accuracy, grammar, formatting, and brand consistency.

Requirements

What you’ll need

Previous experience as an executive assistant, sales coordinator, marketing coordinator, or revenue operations assistant
Strong working knowledge of HubSpot sales and marketing tools
The ability to create useful reports and dashboards in HubSpot
Experience using AI tools in real business workflows
Strong professional writing, editing, and proofreading abilities
Excellent verbal communication and phone skills
The ability to communicate professionally with executives, employees, prospects, and clients
Strong attention to detail and a commitment to accuracy
Excellent organization, prioritization, and time-management skills
The ability to manage multiple inboxes, projects, meetings, and deadlines
A proactive mindset and the ability to anticipate what needs to happen next
The judgment to know when to act independently and when approval is required
The ability to protect confidential and sensitive information
Dependability, professionalism, curiosity, and consistent follow-through

Benefits

Comp & perks

Fully remote position with flexible working hours.
Opportunity to work with a dynamic, growth-driven team
Paid Time Off**