P4 - Executive Assistant at WeAssist.io

Hiring: Full-time Executive Assistant (P4)

Remote - $10,800 - $14,400/yr

🚀 About the Client 🚀

🏛 Industry Leader in Elder Care Law – Specializing in estate planning, probate, Medicaid planning, and guardianship services.
📅 Years of Trusted Service – Helping families navigate life’s legal complexities with confidence and care.
👨‍👩‍👧‍👦 Client-Focused Approach – Personalized legal solutions that prioritize protecting assets and securing legacies.
❤️ Compassion Meets Expertise – A dedicated team providing empathetic guidance during life’s most challenging transitions.
🌍 Community-Driven Impact – Committed to educating, supporting, and serving families beyond legal services.

🌟 About WeAssist 💡

🔹 Not your typical staffing firm—we connect skilled remote talent with top US businesses
🔹 Founded by Reef Colman five years ago, WeAssist has grown into a 100+ strong team
🔹 We care about people! Competitive benefits, career growth, and community involvement
🔹 We give back—supporting education, homelessness, and social impact initiatives
🔹 Join us and be part of a company that values you and your success!

⚒️ Key Responsibilities of the Executive Assistant 📝

➡️ Email Management

➡️ Calendar & Meeting Management

➡️ Task & To-Do Management

➡️ CRM & Relationship Management

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 take efficiency to the next level! With a packed schedule and a growing business, their leader needs a proactive Executive Assistant to keep operations running smoothly—especially when it comes to email management, meeting prep, and keeping projects on track. He’s looking for a remote right-hand who can buy back his time, elevate internal and client connections, and refine the post-engagement process to ensure no opportunity is left untapped.

This role isn’t just about keeping up—it’s about leveling up how communication flows and ensuring every follow-up feels seamless. If you thrive on organization, problem-solving, and making an impact, this is your chance to step in and make things effortlessly efficient! 🚀

Responsibilities of the Executive Assistant:

📧 Email Management:

• Organize and maintain inbox efficiency, ensuring only essential emails reach the client
• Route emails to the appropriate internal team members for action
• Respond on behalf of the client using pre-approved templates
• Flag priority emails that require the client’s direct attention
• Implement an organized folder system and filter out spam, including recruiter emails

📅 Calendar & Meeting Management:

• Take full ownership of calendar management, scheduling appointments and meetings
• Prevent double bookings and ensure seamless scheduling
• Serve as a gatekeeper for internal team members requesting meetings
• Account for travel times and logistics when coordinating schedules
• Prepare structured pre-meeting summaries, including:
• Coordinate and schedule networking lunches and meetings to maintain key relationships
• Background on meeting attendees (who they are, how they connected, key interests)
• Questions or concerns they may have
• Purpose of the meeting and expected outcomes
• Relevant details pulled from the CRM for added context

✅ Task & To-Do Management:

• Track and manage requests from the leadership team, ensuring follow-through
• Maintain an accessible task list (currently using Apple Notes) and suggest improvements
• Provide daily reminders for high-priority tasks
• Ensure tasks remain visible and accessible from the client’s phone
• Assist in prioritizing tasks for better time management

📇 CRM & Relationship Management:

• Maintain and update client records in Zoho CRM, including key details and past interactions
• Set up reminders for client birthdays, anniversaries, and key milestones
• Support in developing a structured system for improved client engagement
• Personalize and send client emails, with the potential to coordinate handwritten cards.

🚀 Business Development & Lead Follow-Ups: (Growth Opportunity)

• Assist with organizing and prioritizing inbound lead follow-ups
• Quickly route new leads to the appropriate intake team
• Develop a system for personal follow-ups at key project milestones
• Explore LinkedIn and Facebook opportunities for outreach and engagement
• Monitor and respond to Facebook messages, identifying potential partnerships

📊 Business Dashboard Monitoring: (Nice-to-Have)

• Review key business metrics in weekly/monthly dashboards
• Identify and flag critical red/yellow alerts to the client for immediate action

🏡 Want to Know More About the Client?

Our client is a trusted leader in elder care law, guiding families through life’s most critical transitions with expertise and heart. For years, they have specialized in estate planning, probate administration, Medicaid planning, and guardianship services—helping individuals safeguard their assets and secure their legacies. Their mission is to provide peace of mind through personalized legal solutions, ensuring that families can focus on what truly matters. They have built a reputation for compassionate guidance, community engagement, and an unwavering commitment to their clients’ well-being.

Join a team that doesn’t just practice law—it changes lives, one family at a time. 🌟

Culture and Core Values:

At the heart of our client’s team is a culture of collaboration, curiosity, and continuous improvement. They believe in tackling challenges as a team, seeing every obstacle as an opportunity to refine their processes and deliver even better results.
Here’s what matters most to them:

• 🦅 Flock Together – Success is a team effort; no one gets left behind!
• 💼 Client Committed – Going above and beyond to serve those who trust them.
• 🤝 Humbly Confident – Knowledgeable, yet always eager to learn and improve.
• ✅ Get Stuff Done Right – Precision matters when lives, assets, and futures are at stake.

Here, you’ll be part of a team that values integrity, impact, and innovation—where your contributions will make a real difference every day. 💯


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:

• 💼 Be the Right-Hand to a Visionary Leader – Play a key role in optimizing workflows and making an impact.
• 📧 Master the Art of Organization – Own email triage, meeting prep, and project tracking like a pro.
• 🌎 Work Remotely with Flexibility – Support high-level operations from anywhere.
• 🚀 Room to Grow & Innovate – Bring fresh ideas to the table and shape how things get done.
• 🤝 Collaborate with a Driven Team – Join a culture that values teamwork, curiosity, and continuous learning.
• 🧠 Stay Sharp, Stay Confident – Work in an environment that challenges you to grow while appreciating your expertise.
• 🦅 Flock Together – Be part of a team that moves forward together—no one gets left behind.
• 🎯 Get Stuff Done Right – Attention to detail isn’t just encouraged—it’s celebrated!

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; EST Timezone
• 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

• CRM Software
• Cloud-based Storage
• Zoho CRM (highly preferred)
• Egnite (Nice-to-have)

Compensation

• • Fixed Rate $10,800 - $14,400/yr