Sales Assistant

AVFX is an event production company trusted by meeting planners, associations, event producers, and exhibit designers nationwide. Known for creating exceptional live experiences, we blend technical precision with creative expertise to bring every vision to life. We are seeking a talented Sales Assistant to join the team.

The Sales Assistant provides administrative, organizational, and client support to the Sales Team within live events and audiovisual production environment. This position helps manage sales opportunities, proposals, client communications, CRM data, scheduling, and event-related documentation while ensuring deadlines and deliverables are accurately tracked and maintained.

Essential Responsibilities

• Support the sales team with administrative, organizational, and project coordination activities.
• Manage calendars, schedules, deadlines, meetings, client follow-ups, contracts, and RFP due dates.
• Maintain accurate client, contact, opportunity, and activity records within HubSpot CRM, IntelliEvent, and other company systems.
• Assist with proposal preparation, revisions, tracking, and document management through PandaDoc, Proposify and related platforms.
• Coordinate Zoom and Microsoft Teams meetings, including scheduling, invitations, and meeting support.
• Maintain organized electronic files for clients, events, contracts, proposals, estimates, and historical records.
• Conduct research on prospective clients, conferences, associations, corporations, and event opportunities.
• Support estimate updates, billing administration, and documentation accuracy.
• Record meeting notes, action items, and follow-up responsibilities during internal and client meetings.
• Communicate professionally with clients through email, phone, and virtual meetings.
• Track outstanding tasks and help ensure sales opportunities and client deliverables move forward efficiently.

Qualifications Required

• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, Teams, and calendar management.
• Strong organizational, time management, and multitasking skills.
• Excellent written and verbal communication abilities.
• High level of accuracy and attention to detail.
• Ability to learn new software and business processes quickly.
• Basic mathematical and financial skills.
• Professional client-service orientation.

Qualification Preferred

• Experience with HubSpot CRM, Proposify, PandaDoc, or similar sales support software.
• Experience supporting a sales team, event planning team, or client-facing organization.
• Knowledge of live events, meetings, conferences, hospitality, or audiovisual production.
• Familiarity with AI-based productivity tools.

Key Competencies

• Organization and follow-through
• Attention to detail
• Communication skills
• Customer service
• Adaptability and learning agility
• Technology proficiency
• Problem-solving
• Team collaboration

Pay: $24.00 - $28.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Work Location: Remote