Executive Assistant

About Trinity Outsourcing Solutions

Trinity Outsourcing Solutions is dedicated to connecting talented professionals with dynamic career opportunities across the world. As a trusted HR partner, Trinity offers a pathway for skilled individuals to work in roles that align with their expertise and support their career advancement. Known for fostering a supportive and growth-focused environment, Trinity provides hands-on experience and tailored opportunities for development. By prioritizing meaningful placements, Trinity enables professionals to unlock their potential and make a lasting impact within innovative companies.

The Role

• London, UK (Remote)
• 3 PM – 12 AM PHT (Mid-shift)

We’re looking for a proactive and detail-oriented Executive Assistant to remotely support the CEO of an international client. This role will be instrumental in streamlining operations, managing workflows, coordinating sales activities, and maintaining strong client relationships to enhance efficiency and contribute to business growth.

Responsibilities

Sales & Business Development Support

• Maintain and update the CRM system, ensuring that all sales meetings, follow-ups, and interactions are logged and tracked.
• Monitor sales pipelines, identify stalled leads, and remind the CEO when follow-ups are needed.
• Prepare follow-up emails, proposals, and contracts based on client interactions.
• Assist in drafting personalized outreach messages to potential leads and partners.
• Conduct research on prospective clients, competitors, and market trends to support business development efforts.

Workflow Management

• Ensure the CEO stays focused on high-priority tasks by managing requests, handling non-critical communications, and escalating urgent matters.
• Help optimize the CEO’s workload by identifying bottlenecks and suggesting workflow improvements.
• Keep track of the CEO’s commitments, ensuring deadlines are met and nothing falls through the cracks.
• Draft briefing notes before meetings, summarizing key points, action items, and next steps.
• Act as a gatekeeper by screening inbound inquiries and determining which require the CEO’s attention.

Client Relationship Management

• Act as a liaison between the CEO and existing clients, ensuring seamless communication and relationship-building.
• Oversee client onboarding, ensuring they receive necessary documents, contracts, and a smooth transition from sales to execution.
• Follow up on outstanding proposals, contract signings, and client payments.
• Address client questions or concerns before they escalate, freeing up the CEO’s bandwidth.

Administrative & Organizational Support

• Manage the CEO’s calendar, scheduling meetings with a clear structure and prioritization.
• Coordinate travel, event participation, and networking opportunities for the CEO.

Key Qualities

• Highly organized with a proactive mindset and the ability to anticipate needs
• Strong understanding of sales processes and CRM tools (Monday.com)
• Tech-savvy and adaptable, eager to explore and implement new tools, including AI and machine learning, etc.
• Excellent written and verbal communication skills
• Execution-focused, committed to seeing tasks through to completion with a results-driven mindset
• Ability to work under pressure and manage multiple tasks in a fast-paced environment
• Strong analytical skills to track sales performance and spot areas for improvement
• Detail-oriented but also able to see the big picture to keep the CEO aligned with business goals

Preferred Qualifications

• 2+ years of experience in an executive assistant, sales coordinator, or business development support role.
• Familiarity with sales and lead generation strategies.
• Experience working in a startup or design/creative agency environment is a plus.
• Prior experience working with international or UK teams in a remote work setting is an advantage.