Executive Assistant

About the Client

Legal Made Simple – A modern virtual law firm serving entrepreneurs and creators with clear, stress-free legal support.
Coaching with Impact – A platform helping professionals overcome burnout and thrive with confidence.
Wellness & Community – A fitness and mindfulness collective with an e-commerce arm, built to inspire balance and connection.
Culture of Sunshine – A heart-centered team that leads with joy, gratitude, and positivity, where everyone feels supported.
Growth & Balance – A workplace that values personal growth, wellness, and autonomy—where working together means thriving together in both business and life.

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

Calendar Management

Email Management

Content and Social Media Support

Task and Project Coordination

Personal Administrative Support

Additional Information:

Review this Doc first

How to Prepare for the Recruiting Process -

• https://docs.google.com/document/d/1tCWNqlU4gNG4nQaEeo5iSKNB8A8X7xAlVCMDvZwkdDk/edit?tab=t.0#heading=h.gt6n5ybw2ujb

Why Are They Hiring an Executive Assistant?

Our client is hiring an Executive Assistant to be her trusted right hand—helping her balance and scale three thriving businesses while also creating more space for family. With her law firm, coaching platform, and wellness brand all growing, she needs a proactive partner who can bring organization, structure, and calm to the fast-paced mix. This role goes beyond task management—it's about mastering her calendar and inbox, streamlining systems, and keeping operations moving seamlessly so she can focus on growth, impact, and what matters most.

This isn't your typical assistant role—it's a chance to become the steady partner of a visionary, heart-centered leader who blends law, coaching, and wellness into a life-changing mission.

Qualifications:

• Exceptional Organization – Able to juggle multiple priorities, manage details flawlessly, and keep systems running smoothly.
• Growth Mindset – Motivated to take care of yourself, live a balanced life, and continually seek personal and professional growth.
• Wellness-Aligned – Passion for health, yoga, pilates, or mindfulness practices is a strong cultural fit.
• AI-Progressive – Comfortable learning and leveraging AI tools to streamline workflows and boost productivity; knowledge in building or managing custom GPTs is a huge plus.
  
  

Responsibilities of the Executive Assistant:

Your responsibilities include:

• Calendar Management
  • Manage the executive's calendar to prevent conflicts and overlapping appointments
  • Schedule client consultations during preferred time blocks
  • Implement and maintain a color-coded calendar system for clear visibility of different types of commitments
  • Ensure the calendar is fully updated daily, allowing the executive to quickly review the next day's schedule without relying on the inbox
    
    
• Email Management
  • Oversee and organize three separate inboxes, ensuring all emails are reviewed, prioritized, and actioned
  • Respond to emails directly as the assistant, maintaining professionalism and consistency in communication
  • Utilize a custom GPT tool to draft responses aligned with brand voice, tone, and communication standards
  • Handle actionable items promptly, including sharing booking links, confirming appointments, and flagging priority matters
  • Content and Social Media Support
    • Monitor and engage with comments and direct messages across business social media accounts
    • Provide light content support, including basic content creation and posting
    • Maintain consistency with brand messaging and tone across all digital platforms
    • Task and Project Coordination
      • File & Document Management
        • Organize desktop files and ensure proper digital filing systems are maintained
        • Upload missing documents to Google Drive for secure storage
        • Lead an initial desktop cleanup project (e.g., scheduled over a weekend), followed by routine file organization and upkeep.
      • AI (Custom GPT) Support
        • Support the development and refinement of custom GPTs
        • Categorize and streamline existing GPT chat threads into well-labeled folders
        • Demonstrate an "AI-forward" mindset, with the ability to learn and adapt to evolving AI tools
          
      • Canva Management
        • Manage design templates, cover photos, and marketing collateral within Canva
        • Organize existing projects for streamlined access and usability
        • Update and refine brand kits for consistency across all brands
          • Note: No advanced design software is required—Canva proficiency and attention to detail are key.
      • Photo & Media Organization
        • Curate and organize an extensive camera roll (42,000+ photos and videos) across iCloud and mobile devices
        • Sort and categorize media into personal and professional collections, such as family, pets, and travel
      • Personal Administrative Support
        • Travel Planning
          • Arrange travel logistics, including flights, hotel accommodations, and transportation, typically on a monthly basis
          • Provide organized itineraries with all relevant details in advance
        • Client Gifting & Referrals
          • Coordinate and execute client gifting initiatives, including thank-you packages, referral gifts, and holiday deliveries
          • Manage address lists, source packaging, and ensure timely fulfillment
        • SOP & Workflow Development
          • Assist in drafting and implementing Standard Operating Procedures (SOPs) and workflows
          • Ensure documentation reflects brand standards, policies, and communication style
            
            

Want to Know More About the Client?

Our client is a multi-passionate entrepreneur, attorney, and certified life coach on a mission to empower people to design and live the life of their dreams. She leads three thriving brands: a modern law firm that simplifies business law, a coaching platform that uplifts ambitious professionals, and a wellness community centered on movement, mindfulness, and connection. With her businesses growing and a young family at home, she is building a foundation of clarity, structure, and flow to keep everything moving with ease. Her work blends strategy with soul—delivering legal expertise, coaching, and wellness experiences that truly change lives.

Joining her team means becoming part of a heart-centered, purpose-driven culture—one that radiates sunshine, values balance, and celebrates impact. Together, you'll create meaningful work that uplifts others while keeping joy at the center of the journey.

Culture and Core Values:

Our client's team culture is heart-centered, empowering, and joyful. They don't just "work for" each other—they work with each other in an uplifting, non-traditional environment. Here's what matters most to them:

• Sunshine First – Lead with positivity and create clarity, joy, and abundance in every interaction.
• Growth Mindset – Embrace wellness, personal growth, and a balanced life as part of the journey.
• Embodiment & Presence – Be grounded, mindful, and bring energy-centered simplicity into your work.
• Empowerment – Build trust through proactive support, independence, and accountability.
• Gratitude & Lightness – Work with kindness, emotional intelligence, and a touch of fun—even when things get busy.

Together, the team shines brighter by empowering each other and those they serve.

What's in it for you?

Joining this client means not just filling a role but embarking on a personal development journey. The growth potential is substantial, with opportunities to:

• Thrive in a supportive, values-driven culture where family, balance, and love are celebrated.
• Gain unique learning opportunities from an executive who blends business wisdom with personal growth.
• Enjoy a high level of autonomy—no micromanaging, just trust and accountability.
• Take on advanced responsibilities as you grow into a more impactful role.
• Develop new skills in cutting-edge tools like AI and custom GPTs.
• Learn the ins and outs of smart systems, organization, and workflow design.
• Work in an environment that values family, love, and balance just as much as business success.

Your next big opportunity starts here—ready to take the leap?

WeAssist: (Not your average Recruiting Firm…)

Started by Reef Colman just five years ago, is not your typical staffing agency...

We are a dynamic recruiting firm focused on creating fair opportunities in the business world. We have a team of over 100 people. We help US businesses find skilled remote workers and connect these workers with good employers.

What makes us different is how much we care about our people We give good benefits, support personal growth, and get involved in the community. We also support good causes like building schools, helping the homeless, and improving education. Come join us at WeAssist, where remote workers do their best

Perks:

• 13th Month Bonus (Wild right? )
• Permanent work-from-home / remote set-up
• Health insurance
• Dental insurance ????
• Mental health insurance
• Great starting salary
• Growth opportunity
• Performance-based raises
• Prizes and bonuses
  
  

Specifics:

• Time
  • Full-time; 8:00 AM – 5:00 PM PST/MST (Arizona)
    • Flexibility Required – Occasionally working weekends for events or one-off projects (with compensated time off during the week).
  • This is a remote position so you can have the freedom to work from anywhere
• Miscellaneous
  • Attire - business casual when in meetings
  • Professional setup (Pains me I actually need to write this down… )
    • Clean background
    • Good camera
    • Good microphone
    • Strong wifi
  • Tech Stack
    • Highly Preferred:
      • G-Suite
      • GoHighLevel
      • Notion
      • AI tools -
        • ChatGPT (Custom GPTs)
      • Canva
      • iCloud
        
        
  • Compensation
    • Fixed Rate $9,600 - $14,400/yr
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