Executive Assistant

Overview Hiring: Full-time Executive Assistant - Remote - $9,600 - $13,200/yr About the Client Marketing Meets Innovation – A full-service agency driving measurable growth for small and mid-sized businesses. New Industry Expansion – Recently acquired a second company in the energy efficiency space. Proven Leadership – $2B+ sales generated, Fortune-level executive background, and multiple startup exits. Collaborative Team – Work closely with experienced leads and partners across two businesses. Balanced Culture – Family-oriented, fair, and committed to recognition and long-term growth. About WeAssist Led by a Founder Who Cares – Reef Colman built WeAssist to empower individuals and create meaningful opportunities that support families. Fast & Purposeful Recruiting – We move quickly but prioritize long-term fit, stability, and growth over just filling roles. Connecting Global Talent – With 100+ outsourced professionals and growing, we link top talent worldwide with thriving US businesses. Giving Back Matters – From building schools to feeding the homeless, we believe true success means making a difference. An Inclusive & Thriving Culture – Your skills and unique gifts matter. We create an environment where outsourced professionals don’t just work — they grow. Key Responsibilities of the Executive Assistant Operations & Systems Support Inbox & Communication Management Calendar & Meeting Management Task & Delegation Oversight Speaking Engagements & External Relations Project & Research Support Personal & Executive Support AI-Enhanced Efficiency Additional Information: Review this Doc first How to Prepare for the Recruiting Process Qualifications Must-Haves AI Proficiency – Strong experience with GPT, prompting, and large language models; confident in leveraging AI for workflow efficiency Executive-Level EA Experience – Proven track record supporting founders, CEOs, or other C-suite leaders in fast-paced, scaling environments. Organizational Mastery – Skilled in managing multiple inboxes, calendars, task systems, and competing priorities without letting anything slip. Nice-to-haves Background in digital marketing, tech, or related industries. Responsibilities Operations & Systems Support Support daily operations across two companies (digital marketing + energy efficiency) Introduce automation and AI tools to reduce repetitive manual tasks Document and refine processes into repeatable systems for long-term efficiency Inbox & Communication Management Consolidate and manage three inboxes (business + personal) Triage, filter, and prioritize high-volume emails — clearing out spam and subscription clutter Create folders and ensure key communications never get missed Draft and manage professional emails; gain autonomy to respond independently once trust is established Provide daily communication summaries so the executive stays focused on priorities Manage additional channels: text, WhatsApp, Slack, and CRM-integrated messaging Calendar & Meeting Management Fully own the executive’s calendar, balancing business, personal, and travel commitments Schedule, confirm, and reschedule meetings Proactively block time for deep work, strategy, and preparation Prepare meeting briefs with research, notes, and talking points (leveraging AI where useful) Potentially assist with creating decks or client-facing presentation materials Ensure personal events (family, travel, special occasions) are factored into scheduling Task & Delegation Oversight Track and manage all executive to-dos, ensuring follow-through Consolidate fragmented task systems into one reliable workflow Assign and delegate tasks to team members, ensuring clear communication of next steps Follow up consistently with internal leads to keep projects moving Hold accountability for deadlines, proactively flagging risks or delays Speaking Engagements & External Relations Qualify speaking requests and meeting invitations (considering ROI, time, and travel) Manage 4–6 monthly engagement requests and streamline approvals Coordinate logistics for travel, events, or virtual appearances Growth Responsibilities: Research and identify new opportunities for networking or speaking Build and maintain relationships with high-level contacts (CEOs, COOs, business leaders) Project & Research Support Support the executive on strategic projects, ensuring deadlines and deliverables are met Conduct ad hoc research (market, competitive, industry) to support decisions Assist with proposal creation and presentation development Monitor project pipelines and follow up with team members on action items Personal & Executive Support Act as the executive’s “right hand” — anticipating needs and ensuring nothing slips Manage personal scheduling, commitments, and travel logistics Help balance professional obligations with family, personal, and social life Provide reminders for key commitments (weddings, family events, travel) AI-Enhanced Efficiency Leverage GPT and AI tools to summarize meetings, prep notes, and draft content Build smart workflows for research, data gathering, and communication Support in training the team on AI best practices where needed Continuously find ways to improve productivity with AI-driven solutions What’s in it for you? AI Mastery – Grow your skills in GPT, prompting, and AI-driven efficiency Room to Grow – Salary progression, recognition, and long-term career stability Direct Impact – Partner closely with a seasoned entrepreneur shaping multiple industries Performance-Based Rewards – Get recognized (and rewarded) for driving results Balanced Culture – Work with a leader who values family, fairness, and enjoying life as much as business success Supportive Team Environment – Small, collaborative team where your voice matters Job Stability – Long-tenured team members who’ve grown with him over the years Perks: 13th Month Bonus Permanent work-from-home / remote setup Health insurance Dental insurance Mental health support Growth opportunity Performance-based raises Prizes and bonuses Details Time Full-time; 8:00 AM – 5:00 PM / 9:00 AM – 6:00 MST This is a remote position Miscellaneous Attire - business casual for meetings Professional setup Clean background Good camera Good microphone Strong wifi Tech Stack Nice-to-have: GoHighLevel Teamwork: Teamwork CRM / Projects / Chat G-Suite Compensation Fixed Rate $9,600 - $13,200/yr #J-18808-Ljbffr