Executive Assistant - Sales & Operations Coordinator with Pivotal Leap

About the role

We are a fast-growing technology consulting firm specializing in Salesforce solutions, CRM implementations, systems integration, and staff augmentation services. Our team helps organizations streamline operations, improve customer experiences, and scale efficiently through tailored digital solutions. With teams based across the United States and India, we support clients in industries including healthcare, finance, nonprofit, staffing, and technology. Our collaborative, global approach enables us to deliver high-quality solutions while maintaining agility, innovation, and a strong focus on client success. We are looking for a highly organized and proactive Executive Assistant to support our sales and development teams. In this role, you will act as the central point of coordination between a US-based sales team and an India-based development team, helping ensure projects move smoothly from onboarding to delivery. You will manage administrative processes, track project progress, coordinate stakeholders, and help remove blockers to keep initiatives on schedule.

Responsibilities

• Attend daily sales meetings, capture detailed notes, and document action items
• Monitor active projects and track progress against established checklists
• Coordinate with sales and development teams to identify, escalate, and resolve blockers
• Manage the client onboarding process, including:
• Coordinating Statements of Work (SOWs) and Master Service Agreements (MSAs)
• Tracking document completion and signatures
• Scheduling kickoff meetings
• Supporting resource allocation discussions
• Maintain project visibility and status updates using Jira or similar project management tools
• Ensure adherence to internal processes and documentation standards
• Follow up on invoicing, project deliverables, and outstanding action items
• Coordinate across multiple time zones to support seamless communication

Requirements

• 3-5 years of experience in an Executive Assistant, Operations, or Project Coordination role
• Fluent English communication skills, both written and verbal
• Strong calendar management, scheduling, and organizational skills
• Experience creating and maintaining detailed checklists and documentation
• Comfortable learning and using Jira or similar project management platforms
• Excellent attention to detail and follow-through
• Strong process improvement and stakeholder management skills
• Ability to work independently and proactively escalate issues when needed
• Experience improving or standardizing business processes
• Familiarity with sales-to-development workflows
• Experience working with distributed teams across multiple time zones
• Located in Latin America (Colombia, Brazil, or Argentina) or the United States
• Willingness to travel quarterly for company team-building events (all expenses covered)

Benefits

Additional Information

Job Title: Executive Assistant - Sales & Operations Coordinator Employment Type: Full-Time Working Hours: Monday to Friday, 8:00 AM - 5:00 PM Eastern Time Compensation: USD $1,800-$2,500/month (based on experience) Location: LATAM

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