Appointment Setter, Executive Assistant

Role Overview

• Ensure seamless scheduling and calendar management across multi-timezone, high-volume enterprise sales pipelines.
• Maintain accurate CRM records and synthesize post-meeting information to drive operational efficiency.
• Streamline repetitive workflows through automation and process improvements to reduce manual effort.
• Contribute to strategic initiatives and ad hoc operational projects supporting leadership and enterprise customers.
• Respond to all scheduling requests within strict turnaround times, prioritizing same-day responsiveness during European business hours.
• Coordinate complex, multi-timezone meetings across a large and active enterprise sales pipeline.
• Ensure calendar invitations include correct attendees, video conferencing links, and clear meeting details.
• Proactively manage reschedules, cancellations, and time-zone-sensitive communications with urgency and professionalism.
• Maintain 100% accuracy in CRM records following every completed meeting.
• Extract and synthesize meeting information from notes or recordings and update CRM accordingly.
• Follow up internally to collect missing information and maintain data integrity.
• Build or support automation workflows to reduce manual data entry while preserving accuracy.
• Identify repetitive operational tasks and design workflows to automate or streamline them.
• Implement no-code or low-code tools to improve operational efficiency across sales and leadership workflows.
• Continuously improve internal systems, documentation, and operational handoffs.
• Assist leadership with customer-facing communications, internal documentation, and operational projects.
• Prepare presentations, documents, or materials required for enterprise customers.

Requirements

• 3+ years of experience as an Executive Assistant, Chief of Staff, or high-velocity operations role supporting senior leadership.
• Proven experience managing complex, multi-timezone calendaring in enterprise or B2B environments.
• Hands-on proficiency with CRM systems (HubSpot or similar), calendar tools, and collaboration platforms.
• Ability to independently learn and implement new tools, including automation or workflow platforms.
• Exceptional written English communication skills, including customer-facing correspondence.
• Extreme attention to detail and zero-error mindset in fast-paced, high-stakes environments.
• Experience supporting enterprise sales teams or complex deal pipelines (Preferred)
• Familiarity with European business culture, particularly German enterprise environments (Preferred)
• Experience in AI, SaaS, or enterprise technology companies (Preferred)
• Proficiency in German or other European languages (Preferred)
• Experience building automations using no-code, low-code, or scripting tools (Preferred)

Benefits

• Competitive Salary: Based on experience and skills
• Remote Work: Fully remote—work from anywhere
• Performance Bonus: Based on data accuracy, reporting timeliness, and overall sales efficiency
• Team Incentives: Recognition for maintaining 100% CRM hygiene and on-time reporting
• Generous PTO: In accordance with company policy
• Health Coverage for PH-based talents: HMO coverage after 3 months for full-time employees
• Direct Mentorship: Guidance from international industry experts
• Learning & Development: Ongoing access to resources for professional growth
• Global Networking: Connect with professionals worldwide