EXECUTIVE ASSISTANT & SALES SUPPORT

About the Client

We are a payment technology and merchant solutions company helping businesses simplify payment processing, improve operational efficiency, reduce processing costs, and enhance customer payment experience.

Our solutions include payment processing, POS and software integrations, e-commerce solutions, PCI compliance support, chargeback assistance, business funding, and customized merchant services for small businesses, enterprise merchants, and strategic partners.

We operate as One Team, with a strong emphasis on responsiveness, accountability, organization, and exceptional client service.

Position Overview

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to the CEO & Sales Support (sales closing support to onboarding client) to serve as the CEO's right hand in managing day-to-day business activities.

This individual will help keep the CEO organized and connected to the office while he is traveling for sales meetings, conferences, trade shows, networking events, and client appointments.

The role combines Executive Assistant, Sales Support to CEO and Client Onboarding responsibilities. The ideal candidate will be able to anticipate needs, manage priorities, maintain consistent follow-up, and ensure important opportunities and commitments do not fall through the cracks.

This person will work closely with the CEO and internal team to manage the CEO's calendar, email follow-ups, sales pipeline, client communications, appointments, referral relationships, onboarding activities, and internal follow-through.

The goal is to effectively become the CEO's organizational extension in the office, allowing him to remain focused on relationship building, business development, and closing opportunities while ensuring the details behind those relationships are properly managed.

Key Responsibilities

CEO Calendar & Executive Support

• Help prioritize the CEO's schedule based on urgency, sales opportunities, client needs, and company priorities.
• Manage and maintain the CEO's daily calendar, appointments, meetings, conference calls, networking events, travel-related commitments, and follow-up activities.
• Prepare the CEO for upcoming meetings by organizing relevant client information, previous communications, notes, and required follow-up.
• Maintain a daily and weekly follow-up list of commitments, meetings, prospects, referral partners, and internal action items.
• Serve as the CEO's organizational point person while he is traveling or attending conferences and trade shows.

CEO Email & Follow-Up Management

• Monitor CEO-related client and prospect communications and identify emails requiring follow-up.
• Draft and coordinate follow-up emails before and after calls, meetings, trade shows, conferences, and networking events.
• Ensure important communications are acknowledged and routed to the appropriate team member.
• Maintain consistent follow-up with prospects, referral partners, clients, vendors, and strategic relationships.
• Help ensure commitments made by the CEO are documented, assigned, tracked, and completed.

Sales Pipeline & Sales (Business Development) Support

• Work closely with the CEO to manage prospects and opportunities throughout the sales pipeline.
• Follow up with warm and qualified leads generated through referrals, conferences, trade shows, networking, Apollo, LinkedIn, email, and other business-development activities.
• Schedule discovery calls, product demonstrations, follow-up meetings, and closing conversations for the CEO.
• Maintain strategic touchpoints with prospects and referral partners to strengthen relationships and generate additional opportunities.
• Recognize that referrals are an important part of building the company's book of business and proactively maintain those relationships.

CRM & Sales Organization

• Maintain accurate prospect, client, activity, and follow-up records within IRIS CRM / Merchant Central.
• Ensure CEO leads, opportunities, notes, tasks, appointments, and next steps are consistently documented.
• Monitor the sales pipeline and identify opportunities requiring immediate attention or follow-up.
• Assist with developing and improving workflows for lead generation, appointment setting, follow-up, onboarding, and sales conversion.
• Help maintain visibility and accountability across the sales team.

Client Onboarding & Internal Coordination

• Coordinate with underwriting and internal teams once a merchant application has been submitted.
• Once a merchant is approved, conduct or coordinate the initial onboarding call to explain next steps and provide a smooth transition into the client experience.
• Ensure all necessary information and expectations are communicated before the merchant is transitioned to the Customer Success team.
• Work closely with Customer Success, Operations, Underwriting, Technical Support, and Sales to ensure seamless merchant onboarding.
• Track outstanding documentation, equipment, integrations, training, or other onboarding requirements.

Client Service & Escalations

• Assist with escalated client concerns by coordinating with the appropriate internal department CSR.
• Ensure issues are acknowledged promptly and tracked through resolution.
• Support the company's goal of providing timely responses and working toward resolutions within approximately two business hours whenever reasonably possible.
• Maintain high standards of professionalism, responsiveness, and client satisfaction.

Social Media & Relationship Engagement

• Support the CEO's professional social media presence, particularly LinkedIn.
• Engage with relevant community, partner, client, conference, and industry posts.
• Coordinate appropriate tagging and engagement with the company's social media pages.
• Help maintain visibility with referral partners, clients, professional organizations, and industry relationships.

Qualifications & Skills

• 5+ years of experience in Executive Assistance, Sales Operations, Business Development, Account Management, Merchant Services, or a related B2B environment.
• Exceptional organizational and time-management skills.
• Demonstrated ability to manage multiple priorities, deadlines, appointments, and follow-up responsibilities simultaneously.
• Strong written and verbal communication skills.
• Ability to communicate with executives, business owners, referral partners, clients, vendors, and internal team members.
• Experience with CRM systems and sales pipeline management.
• Experience with IRIS CRM / Merchant Central is preferred.
• Experience with lead generation and prospecting platforms such as Apollo and LinkedIn is preferred.
• Understanding of B2B sales workflows including lead generation, qualification, appointment setting, follow-up, closing, onboarding, and account transition.
• Ability to analyze sales activity and identify opportunities requiring follow-up.
• Highly proactive with the ability to anticipate the CEO's needs rather than waiting for direction.
• Strong attention to detail and commitment to completing tasks and closing communication loops.
• Professional judgment and discretion when handling confidential business and client information.
• Team-oriented and comfortable working across Sales, Operations, Customer Success, Underwriting, and Leadership.
• Familiarity with payment processing, merchant services, fintech, or financial technology is strongly preferred.

Ideal Candidate

The ideal candidate is someone who naturally thinks:

What does the CEO need next, what needs to be followed up on, who is waiting for a response, and what can I take off his plate?

This person should enjoy creating structures in a fast-moving environment and take ownership of keeping the CEO, sales pipeline, and internal team organized. They should be comfortable being the person who makes sure nothing important falls through the cracks.

Working Conditions

• Work Arrangement: Onsite
• Schedule: Full-time
• Time Zone: Must work according to Eastern Time (EST/EDT)
• Must be comfortable supporting a CEO whose schedule may change based on client meetings, travel, conferences, and trade shows.

Ideal day looks like

Build a Daily / Weekly Abdullah CEO Executive Assistant checklist and workflow next—something like:

Morning CEO Review > Calendar > Inbox > Hot Leads > Follow-ups > Client Onboarding > Team Escalations > End-of-Day CEO Recap