Executive Assistant & CRM Operations Coordinator

Summary

Join IOHK's Midnight Tribe as a highly organized Executive Assistant with HubSpot and Sales Support expertise. You will provide high-level administrative, CRM, and sales support to executive, finance, and business development teams. This role requires managing calendars, scheduling meetings, maintaining HubSpot CRM, acting as a liaison between executives and the sales team, generating reports, assisting with marketing, and improving processes. The ideal candidate possesses a Bachelor's degree, 7+ years of relevant experience, extensive remote support experience, and high proficiency in HubSpot CRM. This remote position offers competitive PTO, laptop reimbursement, a new starter package, and learning and development opportunities.

Requirements

• Bachelor’s degree in Business Administration, Finance or related field
• Minimum of 7 years experience in a combination of executive support, CRM and Sales Support
• Extensive experience in a remote support environment
• Proven experience as an Executive Assistant and/or Sales Support Specialist, ideally in a fast-paced tech or Web3 environment
• High proficiency in HubSpot CRM, with experience in data management, reporting, and automation
• Strong organizational and multitasking abilities, with attention to detail and accuracy
• Strong analytical skills for data-driven reporting and insights
• Excellent communication skills, both verbal and written
• Ability to handle sensitive information with discretion
• Ability to communicate clearly and accurately with varying levels of colleagues and contacts
• Professional etiquette and communication, both oral and written
• High level of data entry and use of technology
• Ability to anticipate requests, solve issues as they arise, and reprioritize tasks
• Ability to make clear and timely decisions in complex situations

Responsibilities

• Manage calendars, schedule meetings, prepare documents, and coordinate travel for senior leadership, ensuring seamless time management and communication flow
• Maintain and optimize HubSpot CRM for sales pipeline tracking, ensuring data accuracy, updating customer information, and supporting integration initiatives
• Act as a liaison between executives and the sales team, manage lead and contact data, track sales opportunities, and facilitate customer follow-up processes
• Generate sales reports and dashboards from HubSpot, providing executives with insights into pipeline status, performance metrics, and forecasts
• Assist with email marketing campaigns, workflow automation, and contact segmentation within HubSpot to support customer engagement
• Identify opportunities to improve and refine administrative and sales processes, driving efficiency through CRM automation and documentation
• Serve as a point of contact for customer inquiries and help coordinate responses, ensuring consistent follow-through and relationship-building

Benefits

• Remote work
• Laptop reimbursement
• New starter package to buy hardware essentials (headphones, monitor, etc)
• Learning & Development opportunities
• Competitive PTO