Executive Assistant, Sales & Speaking Pipeline Coordinator – ACTIVE

Job Application Code: 003811SE (add this to the application form)

Shift: Part-time, Monday to Friday, about 4 hours a day (20 hours a week), approximately 8:00 AM to 12:00 PM US Pacific Time to start. That is 12:00 AM to 4:00 AM Philippine Time while US standard time applies, and 11:00 PM to 3:00 AM Philippine Time during US daylight saving. A morning huddle is required.

Role Overview

We are looking for an Executive Assistant and Sales & Speaking Pipeline Coordinator to support Scott, the CEO and founder of an AI marketing course and coaching business. Scott generates leads from webinars, workshops, speaking engagements, LinkedIn, referrals, email, DMs and sales calls, and he needs someone who keeps all of it organised and moving.

You will run the day-to-day follow-up behind Scott: monitoring his inbox, keeping the sales pipeline and the speaking pipeline up to date in GoHighLevel and the trackers, sending post-call follow-ups, scheduling calls, and reporting back at the end of each day. Scott is responsible for closing sales and committing to speaking dates. You make sure he always knows who to talk to, what has already been sent and what happens next.

This is not a generic VA role. It is an inbox, pipeline, scheduling and accountability role, and you will work closely with Scott and the operations and onboarding teammate.

Key Responsibilities

Inbox and Email Management

• Monitor and respond to sales, client, speaking, EO, YPO, Vistage and partnership email threads on Scott’s behalf
• Work the inbox by priority: new sales replies, payment questions and confirmed speaking dates first, then same-day requests, then nurture
• Read the full thread before replying so the same information, pricing, link or message is never sent twice
• Hold a message and update the tracker when there is a risk of over-contacting someone, and treat any opt-out as Do Not Contact

Sales Pipeline and Follow-Up

• Maintain the sales pipeline in GoHighLevel and the Sales Lead Tracker, with stage, last contact, next action, follow-up date and priority kept current
• After each sales call, send only the materials Scott promised, then update the tracker and set the next follow-up date
• Track hot, warm, nurture, closed and current-client contacts, and surface the highest-priority leads each week
• Hand off paid clients to the operations teammate for onboarding

Speaking Pipeline and Scheduling

• Coordinate speaking opportunities with EO, YPO, Vistage and other groups, collecting dates, formats, locations and logistics
• Maintain the Speaking Opportunity Tracker and never mark an engagement confirmed without explicit confirmation
• Schedule calls with Scott using his calendar and booking links, and check his calendar before promising any date

Calls, Reporting and Accountability

• Join sales calls with your camera on, take clear notes and update the CRM afterwards
• Send a daily end-of-day report covering sales and speaking progress, important replies, tracker updates and anything needing Scott’s decision
• Update the company Level 10 document and the marketing and sales scorecard, and give weekly updates on wins, blockers and numbers
• Use ChatGPT and other AI tools to summarise calls, organise notes and draft follow-ups for review

Mandatory Training and Onboarding

• Complete the client’s 10-Day AI Bootcamp within your first 10 days
• Join the client’s school program and the private 24/7 WhatsApp group
• Attend the weekly coaching calls with your camera on

Required Skills

• Executive assistant or inbox management experience, including managing email on behalf of a senior executive
• Experience with GoHighLevel or a similar CRM: pipelines, tags, tasks and follow-ups
• Strong organisation and attention to detail, and accurate trackers and spreadsheets
• Strong written English and professional communication
• Calendar and scheduling coordination
• Comfort with ChatGPT and AI tools
• Professional Zoom presence, with a good camera, clear audio and strong internet
• Able to work independently without disappearing, and to ask for help early

Nice to Have

• Sales support or speaking and events coordination experience
• GoHighLevel automations and email and SMS campaign support
• Experience with payment links, WhatsApp and LinkedIn outreach
• Scorecard or KPI tracking, and CRM clean-up projects
• Experience supporting coaches, consultants, speakers or course creators

Tools

• GoHighLevel (primary tool), Gmail, LinkedIn and WhatsApp
• Google Docs, Sheets and Drive, Calendly and payment links
• Sales and speaking trackers, and scorecards

Who This Role Suits

A highly organised, process-driven and detail-oriented person who is proactive, reliable and strong on follow-through. Someone who is comfortable on camera, reads a thread before replying and improves a system once they understand it.

What Success Looks Like

• Day 30: onboarding and the 10-Day AI Bootcamp done, access to all systems, the pipelines reviewed, and the daily end-of-day report and weekly scorecard started
• Day 60: the inbox and both pipelines run independently, with trackers updated after every meaningful reply and post-call follow-ups sent on time
• Day 90: full ownership of the inbox, sales pipeline, speaking pipeline and reporting, with weekly recommendations to Scott on which leads need his attention
• Revenue: one to two sales attributed to your follow-up and prioritisation by day 60, and six by day 90. Scott closes the sale, and you make sure the opportunity is not missed