Executive Assistant (P3)

Responsibilities

Calendar & Schedule Management

• Own the executive's calendar end to end, from scheduling and rescheduling to confirmations
• Structure each day and week around the executive's top priorities, with room for focus time and preparation
• Spot conflicts early and resolve them before they become problems
• Coordinate schedules across teams, external contacts, and time zones

Inbox & Communication Management

• Keep the executive's inbox organized and prioritized so nothing important goes unanswered
• Draft and send polished communications that reflect the executive's voice and standards
• Act as gatekeeper and first point of contact, handling what you can and routing the rest with good judgment
• Manage confidential and sensitive communications with complete discretion
• Meeting Coordination & Follow-Up
• Prepare agendas, briefs, and materials so the executive walks into every meeting ready
• Capture key decisions, commitments, and action items
• Drive follow-through on next steps until every loop is closed

Task & Priority Management

• Maintain a clear, current view of the executive's tasks, deadlines, and commitments
• Follow up on delegated work to keep it on schedule
• Send reminders and help the executive reprioritize as new demands arise

Stakeholder & Relationship Management

• Represent the executive professionally with clients, partners, vendors, and team members
• Maintain organized contact records, relationship notes, and follow-up history
• Nurture key relationships through timely check-ins, introductions, and thoughtful touchpoints
• Research & Documentation
• Research topics, people, and organizations and turn findings into clear, decision-ready summaries
• Prepare professional documents, reports, and presentations
• Keep files and information organized and easy to access

Executive & Personal Administrative Support

• Coordinate business and personal travel, including flights, accommodations, transportation, itineraries, and last-minute changes (depending on placement)
• Provide personal assistance such as appointments, reservations, purchases, reminders, and household or vendor coordination (depending on placement)
• Manage recurring administrative needs such as records, forms, subscriptions, and renewals

Requirements

• Executive/C-Suite Support Experience
• 2+ years supporting founders, C-suite executives, senior leaders, or business owners.
• Exceptional English Communication
• Highly articulate and polished in spoken and written English; comfortable representing an executive professionally.

Discretion & Trustworthiness

• Able to handle confidential business information, private communications, financial details, and sensitive personal matters with integrity.
• Proven ability to manage complex calendars, competing priorities, deadlines, and follow-ups while maintaining accuracy and keeping important details from falling through the cracks.
• Proactive & Resourceful Problem-Solving
• Anticipates needs, identifies potential issues, researches solutions, and takes appropriate action without requiring constant direction.

Preferred

• Project Management Tools
• Experience using ClickUp, Asana, Monday.com, Trello, Notion, or similar platforms.
• Executive Travel Experience

About the Opportunity

Support High-Impact Leaders

Partner with founders, CEOs, business owners, and senior executives who rely on sharp, dependable support to run at their best.

Opportunities Across Industries

WeAssist places Executive Assistants with growing U.S. businesses in a wide range of industries, so your experience travels with you.

Matched for Long-Term Fit

We align you with an executive whose working style, pace, and priorities fit your strengths.

A True Right-Hand Role

This is strategic executive support, not task-taking—your judgment, foresight, and follow-through matter.

Backed by a Team That Cares

• Join a people-first community of 100+ remote professionals, with WeAssist supporting you every step of the way.
• 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 & Schedule Management
• 📬 Inbox & Communication Management
• 📝 Meeting Coordination & Follow-Up
• ✅ Task & Priority Management
• 🤝 Stakeholder & Relationship Management
• 🔎 Research & Documentation
• 🗂️ Executive & 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 We're Hiring Executive Assistants

WeAssist continues to partner with growing businesses whose founders, CEOs, business owners, and senior executives need experienced Executive Assistants. We're building an ongoing pipeline of exceptional EAs who can become trusted extensions of these leaders—protecting their time, keeping priorities organized, and making sure important details never fall through the cracks.

This goes beyond reactive administrative support

we're looking for EAs who anticipate needs, exercise sound judgment, take ownership, and bring structure to busy executives. Candidates are welcome from any industry—what matters most is how you think, communicate, and follow through.

If you're a proactive, discreet, and highly organized EA who takes pride in being the person an executive can always count on—this role could be a great fit for you. ✨

Must-Haves

Strong Organization & Attention to Detail

Major Ownership & Follow-Through

Takes responsibility for outcomes, closes loops, follows through on commitments, and ensures tasks are carried through to completion.

AI Fluency

Comfortable using tools such as ChatGPT, Claude, or similar AI platforms for research, communication drafting, summarization, meeting preparation, information organization and analysis, and day-to-day productivity.

Nice-to-Haves

CRM Familiarity

• Experience with platforms such as HubSpot, Salesforce, GoHighLevel, or similar systems for maintaining contacts, notes, activities, and follow-ups.
• Experience coordinating flights, accommodations, ground transportation, itineraries, travel preferences, and last-minute changes.

Personal Assistance Experience

Comfortable supporting personal appointments, reservations, purchases, vendors, household needs, personal travel, and other executive priorities.

Client/VIP-Facing Experience

Experience professionally communicating with clients, partners, investors, board members, vendors, or other high-priority stakeholders.

Process & SOP Documentation

Experience documenting recurring workflows, creating checklists, and improving administrative processes.

Company Culture and Core Values

At WeAssist, we move fast, think big, and create lasting impact. 🚀 We're more than just a recruiting firm—we're a tight-knit community that values integrity, accountability, and growth, ensuring every professional and client finds the right fit, not just any fit. Here, you'll thrive in an inclusive, high-performance culture that challenges you to be 1% better every day while making a real difference in the world. 🌍✨ Our core values include:

Integrity – Do the Right Thing, Always

Even when no one's watching, we lead with honesty, character, and trust.

Expectation – Set the Target Early

We align from the start—no guessing games. Clarity creates confidence.

Reiteration – Say It Back, Get It Right

We confirm understanding by repeating what we heard. Listening is a two-way street.

Major Ownership – Being 1% Better Every Time

No blaming, no excuses. We take full responsibility and ask, 'What can I do better?'

Radical Transparency – Keep It Real

We speak with openness and honesty.

Proactive Effort – Stay Ahead of the Game

We don't wait for fires—we prevent them. Anticipate, act, exceed.

Communication – Listen First, Speak with Clarity

• We listen to understand, not just to reply. The clearer we are, the stronger we move!
• We Talk About Projects, Not People – No Gossip Zone
• We go directly to the source. Discuss issues, not individuals—unless it's for solutions.

Be Curious – Ask, Learn, Level Up

Curiosity drives growth. We ask smart questions and never stop learning.

Emotional Regulation – Keep Cool Under Pressure

We stay calm, think clearly, and lead with emotional maturity—especially when it's tough.

A-Player Mentality – Results Over Excuses

• We get things done. Whatever it takes to win with integrity, we're in.
• One More Mindset – Because It Matters to Someone
• One more call. One more check-in. One more push. Every extra effort counts.
• Join a team that values growth, action, and real impact—where what you do truly matters! 💙

What's in it for you?

Joining WeAssist means more than landing a role—it's the start of a long-term career journey, with opportunities to:

Thoughtful Executive Matching

Be placed with a leader whose needs and style fit your strengths.

High-Trust, High-Impact Work

Become the right hand an executive relies on every single day.

Career Growth

Expand your skills in executive support, AI tools, and new industries.

Performance-Based Raises

Your impact is recognized and rewarded.

Fully Remote

Work from anywhere while supporting a growing US-based business.

Great Starting Salary

• Competitive pay with room to grow as you prove your value.
• Your next big opportunity starts here—ready to take the leap? 🚀

WeAssist

(Not your average Recruiting Firm…)

Started by Reef Colman just six 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; U.S. business hours—must be flexible to work EST or PST depending on client placement and be available and responsive during assigned hours
• This is a remote position so you can have the freedom to work from anywhere
• Miscellaneous
• Attire - business casual when in meetings
• Professional setup
• Clean background
• Good camera
• Good microphone
• Strong wifi

Tech Stack

• 💬 Productivity & Communication: Google Workspace, Microsoft 365, Slack, Zoom, Calendly
• 📇 CRM: HubSpot, Salesforce, GoHighLevel, or similar
• 📋 Project & Task Management: ClickUp, Asana, Monday.com, Trello, Notion, or similar
• 🤖 AI & Productivity: ChatGPT, Claude, Gemini, or similar
• ✈️ Travel & Scheduling: Common airline, hotel, travel-booking, and scheduling platforms
• 💡 Tech stacks vary by client—you don't need to know every tool, just be quick to learn new ones

Compensation

Fixed Rate $9,600 - $14,400/yr