P4 - Admin Assistant / CRM Manager at WeAssist.io

Hiring: Full-time Admin Assistant/CRM Manager - Remote - $9,000 to $13,200/yr

🚀 About the Client 🚀

🔹 Industry leader in bathing systems, hygiene, and infection control for senior care—trusted for 40+ years!
🔹 Provides cutting-edge hygiene solutions and therapeutic hydrotherapy to improve residents’ quality of life.
🔹 Tight-knit team culture—most employees have been with the company for 10+ years!
🔹 Encourages fresh perspectives while valuing trust, positivity, and continuous growth.
🔹 Unique Perks: Tuesday morning wins, Half-Day Fridays, and the 1-3-1 problem-solving approach.

🌟 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 Admin Assistant/CRM Manager 📝

📊 HubSpot Pipeline Management

🗂️ Administrative & Operational Support

🤝 Strategic & Long-Term 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? 🏢

Our client is on the hunt for an exceptional Admin Assistant/CRM Manager to be the right-hand support to their visionary founder. As a fast-moving small business with big goals, they need someone sharp, proactive, and capable of managing the day-to-day so the founder can stay focused on strategic growth. This generalist role is all about supporting the business across various functions with efficiency and dependability—whether that’s handling administrative tasks, optimizing CRM workflows, or keeping communication on track.

If you’re organized, proactive, and ready to wear multiple hats, this could be the role where you truly make an impact. 🚀


Responsibilities of the Admin Assistant/CRM Manager:

Your responsibilities include:

• 📊 HubSpot Pipeline Management:
  • HubSpot Pipeline Oversight:
    • Manage and maintain the sales pipeline within HubSpot, ensuring leads are appropriately tracked and do not fall through the cracks
  • Follow-Up Coordination:
    • Send timely follow-up emails and messages to prospects with the primary goal of booking calls or appointments for the salesperson
  • Calendar Bookings:
    • Schedule calls and appointments on the founder’s calendar based on specific prospects provided, ensuring timely and accurate coordination
  • Workflow & Automation Monitoring:
    • Oversee existing HubSpot workflows and automations, identify and address gaps, and ensure follow-up tasks are correctly triggered based on pipeline stages
  • Issue Flagging:
    • Proactively identify and raise flags regarding any breakdowns or inefficiencies in CRM processes, automations, or workflows
  • Data Management:
    • Perform regular CRM housekeeping, including data entry, contact updates, and maintaining accurate and organized records
  • Performance Reporting:
    • Generate and deliver reports on sales and marketing performance, highlighting underperforming metrics and communicating these to the sales team.
    • Set up automated report delivery to streamline internal review processes

• 🗂️ Administrative & Operational Support:
  • Email Management:
    • Triaging and organizing the founder’s inbox, including labeling, unsubscribing, and flagging priority items to improve efficiency
  • Calendar Management:
    • Maintain the founder’s calendar by scheduling and confirming appointments, sending reminders, and enforcing time-blocking boundaries as directed (e.g., preserving specific days for focused work)
  • General Organization & Team Coordination:
    • Follow up with team members on tasks related to admin, calendar, reporting, and follow-ups
    • Ensure accountability, keep meetings organized, and track progress on key action items
  • SOP Development (Nice-to-Have):
    • Assist in drafting and maintaining Standard Operating Procedures (SOPs) to help streamline operations across the company

• 🤝 Strategic & Long-Term Support:
  • Right-Hand Support:
    • Serve as a trusted partner to the founder by learning their working style and decision-making patterns
    • Take initiative to execute tasks independently with minimal supervision, ensuring alignment with business goals

• 💡 Bonus: Financial Support (Nice-to-Have):
  • Provide light financial assistance, including managing financial reports, basic accounting tasks, or supporting payroll preparation, as trust and familiarity with the role grow
    
    

🏡 Want to Know More About the Client?

Our client is a trailblazer in senior care solutions, leading the industry for over 40 years with cutting-edge bathing systems, infection control, and skincare innovations. Their mission? To go beyond products and truly enhance the lives of caregivers and residents in long-term care communities. With a relentless drive for excellence and innovation, they provide state-of-the-art therapeutic hydrotherapy and hygiene solutions that set new standards in senior care. Committed to making a real impact, they focus on value over profit, always putting people first.

Backed by a tight-knit, dedicated team, they embrace fresh perspectives and welcome those who share their passion for improving lives. Here, your ideas won’t just be heard—they’ll help shape the future of senior care! ✨

Company Culture and Core Values:

Our client’s team thrives on trust, collaboration, and shared success. They believe in empowering people and giving them the freedom to lead while fostering a culture of support, respect, and continuous improvement.
Here’s what matters most to them:

• ✅ Growth-Minded: Challenge the status quo, bring new ideas, and help shape the future.
• ✅ People First: If you have a good heart and a strong drive, you’ll fit right in.
• ✅ Trust & Ownership: Take the reins, make an impact, and know your team has your back.
• ✅ Customer-Centric: Go above and beyond—delight customers, exceed expectations.
• ✅ Teamwork Wins: Success isn’t a solo act; together, we make things happen.

Join a team where your voice matters, your ideas drive change, and your work makes a real difference! 🚀

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:

• 💰 Competitive Pay & Perks – Your hard work deserves great rewards!
• 🌴 20 Days PTO – 10 US holidays + 10 flexible days—because work-life balance matters.
• 📈 Growth Potential: Your career path isn’t limited here—grow into other roles based on your leadership potential.
• 🎉 Work-Life Balance: Half-day Fridays and a supportive, flexible work culture to help you recharge.
• 💼 Empowerment: Make an impact from day one—your ideas and contributions matter.
• 🤝 Team-First Environment: Join a team where trust, collaboration, and shared success are the foundation.
• 🚀 Innovation and Impact: Work in a company that’s committed to changing lives—and making sure you grow along the way.

This opportunity is ideal for someone ready to spread their wings, thrive in a dynamic environment, and make a meaningful impact on our client’s journey to success!

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, CST time zone, 8am to 5pm
  • 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
  • Must-have:
    • HubSpot
  • Nice-to-have:
    • Trello
    • MS Suite (MS Excel, Word, Powerpoint)
    • G-Suite

• Compensation
  • $9,000 to $13,200 /yr