Executive Assistant

About the Client

B2B Sales Coaching with a Mission – Serving sales leaders and teams through custom coaching, consulting, and training solutions.

High-Ticket Client Focus – Currently scaling from small business clients to enterprise partnerships valued at $100K+.

Multifaceted Thought Leader – Active podcaster, author-in-progress, speaker, and mentor, making waves in the sales and self-development space.

Culture of Candor & Support – You’ll work with someone who leads with clarity and lifts his team up at every turn.

Radically Transparent, Future-Focused – This is a team that tells the truth, solves real problems, and builds with intention.

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 & Scheduling Management

Email & Inbox Management

Client & Communication Coordination

Social Media & Content Support

CRM Management (Pipedrive)

Administrative & Operational 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 ready to level up—and they need a powerhouse Executive Assistant to make it happen. With a flood of high-value opportunities and a growing list of to-dos piling up in his tablet, he’s seeking a true right-hand partner who thrives on ownership, systems, and smart execution. This role goes way beyond managing a calendar—it’s about freeing up his brainspace to focus on coaching, content creation, and building meaningful relationships in a high-integrity, high-impact way.

With big goals in motion—like high-touch coaching, group programs, and expanding his digital presence—he needs someone who’s tech-savvy, AI-forward, and thrives on getting things done behind the scenes. If you’re tech-savvy, proactive, and love being the behind-the-scenes force that keeps a visionary moving forward, this is your moment to shine!

Qualifications

• Strong proficiency in CRM tools (Pipedrive preferred)
• Excellent written and spoken English with a keen eye for detail—no formatting, grammar, or spelling errors slip past you
• Highly proactive and self-driven—anticipates needs, takes initiative, and follows through without being asked
• Tech-savvy and comfortable learning new tools quickly; familiarity with FlowChat is a major plus!
  
  

Responsibilities Of The Executive Assistant

Your responsibilities include:

• Calendar & Scheduling Management:
• Own and manage the executive’s entire calendar—balancing business, internal, and personal appointments
• Schedule, confirm, and reschedule meetings as needed while resolving conflicts efficiently
• Proactively protect time for strategic initiatives, creative work, and deep focus
• Book all calls and meetings with potential clients, existing clients, and internal stakeholders
• Ensure seamless integration between calendar, email, CRM (Pipedrive), and Slack
• Maintain a structured and prioritized calendar aligned with business goals
  
  

• Email & Inbox Management:
• Take full ownership of the executive’s business inbox
• Organize, label, and filter emails—managing and clearing a current backlog of over 4,000 unread messages
• Draft professional emails on behalf of the executive during the first 90 days; eventually transition into sending independently
• Respond directly to calendar inquiries and general requests
• Implement and maintain systems to bring order and efficiency to email communications
• Manage and monitor two separate business email addresses, both running through Outlook (via GoDaddy)
  
  

• Client & Communication Coordination:
• Serve as the first point of contact for internal team members, clients, and prospects across multiple channels
• Follow up with potential and existing clients to keep communication flowing
• Bring structure to the executive’s communication cadence—moving from reactive to proactive systems
• Manage communications across:
• Email (Outlook)
• Facebook Messenger
• LinkedIn Messaging
• CRM-integrated communication tools

• Social Media & Content Support:
• Social Media Management:
• Monitor and respond to messages across LinkedIn, Facebook, Instagram, and other platforms
• Format and schedule content (written or video) created by the executive for posting
• Light editing tasks such as adding branded backgrounds, captions, and formatting posts
• Utilize platforms like PodMATCH to research and schedule podcast guest opportunities
• Conduct podcast research to identify strategic shows for the executive to appear on
• Support social visibility efforts through prompt engagement and content consistency
• FlowChat Management
• Ensure FlowChat automations are running smoothly (currently on LinkedIn; future expansion possible)
• Manually move leads through different sales stages within FlowChat based on pipeline updates
• Help develop a lead-nurturing process—aligning sales stages and communication touchpoints
• Track and maintain FlowChat activity to prevent gaps in outreach
• Note: This role supports sales process management, but does not involve lead generation

• CRM Management (Pipedrive):
• Enter and maintain accurate contact records in the CRM
• Schedule and track follow-ups, tasks, and calendar-linked reminders
• Ensure visibility into high-priority leads and timely engagement on key opportunities
• Maintain data hygiene and make sure all key dates, notes, and progress are captured
  
  

• Administrative & Operational Support:
• Create SOPs and a central documentation library for recurring tasks and systems
• Shadow meetings to capture notes, distill action items, and ensure task follow-through
• Coordinate with the Event Planner on logistics, follow-ups, and pre/post-event tasks
• Act as the executive’s representative in supporting external planning needs
• Provide light website support—such as updating landing pages or adding workshop content (Growth Area)
  

Want to Know More About the Client?

Our client is a powerhouse in the world of sales transformation, turning decades of frontline sales experience into high-impact coaching, consulting, and training for professionals and enterprise teams alike. With years of experience under his belt, he now leads a consulting venture that delivers high-impact coaching, training, and workshops to sales professionals—from ambitious individual reps to fast-scaling enterprise teams. His mission? To bring honesty, clarity, and strategy into the sales space, empowering clients to build ethical and effective sales organizations. His achievements span motivational speaking gigs, a successful podcast, and a soon-to-be-published book with a best-selling author—all while pivoting into the enterprise market with confidence.

Driven by purpose and vision, he’s building something big—and he’s bringing on a tight-knit, energized team to help him do it. If you're ready to help shape the future of sales, this is where the magic happens.

Culture And Core Values

Our client fosters a culture rooted in honesty, collaboration, and a deep belief in helping others succeed. You won’t find office politics or ego games here—just a high-integrity environment where you’ll be supported, trusted, and empowered to thrive.

Here’s What Matters Most To Them

• Integrity Over Everything – When you’re gone, the only thing you have left is your integrity—guard it fiercely.
• Radical Transparency – No games, no tricks, just real talk and open communication.
• No Trick Questions, Just Real Talk – We communicate with clarity, never confusion.
• Help First, Always – Every role exists to serve others—clients, team, and each other.
• Listen to Understand – Communication is a two-way street. We value thoughtful questions and full-attention listening.
  
  

This is more than a job—it’s a chance to help shape a healthier, more just world while working with people who are as passionate as you are.

What’s in it for you?

Role

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

• Work side-by-side with a visionary entrepreneur scaling a high-impact coaching business
• Real growth potential—with performance-based bonuses and long-term opportunities
• Get rewarded for results with a KPI-driven bonus structure
• Learn directly from a sales leader, mentor, and podcast host with decades of experience
• Play a key role in building systems that scale—your work will shape the future
• Fully remote, flexible setup with U.S. hours—no commuting, no micromanagement
• A values-led culture rooted in trust, integrity, and radical transparency
• Your voice matters here—no trick questions, no power plays, just open dialogue
  
  

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 EST
• 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:
• FlowChat (Huge plus!)
• Slack
• CRM Software
• Pipedrive
• HubSpot
• WordPress (bonus)
• Social Media
• LinkedIn
• Instagram
• Facebook
• Compensation
• Fixed Rate $9,600 - $12,000/yr