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24 days ago
Requirements and responsibilities
🌟 About us, WeAssist, the hiring team 💡🌍 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 Sales Assistant 📝📞 Client Communication & Follow-UpsManage all follow-up communications with clients via email, iMessage (iPhone), WhatsApp, CRM, and Google MessagesProactively respond to client inquiries and maintain timely communication loopsCreate and manage WhatsApp group chats for streamlined communicationSend warm introductions, schedule calls, and follow up on cold or inactive leads📅 Calendar & Scheduling ManagementOwn and maintain the CEO’s full calendar, coordinating with clients, internal team members, and partnersSchedule all external and internal meetings, ensuring clarity around time zones and objectivesCollaborate with the Operations & Communications Coordinator to manage overlapping requests, avoid conflicts, and protect critical time blocksProactively identify potential scheduling conflicts and offer solutions📬 Email ManagementManage both Reef’s personal and WeAssist inboxes, triaging emails for urgency and priorityDraft, send, and follow up on important emails to clients, prospects, and partnersOrganize and flag items for Reef’s attention✅ Task Management & ExecutionExtract and organize action items from sales calls, client meetings, and internal team meetingsCollaborate in managing a shared Notion board to track to-do’s, goals, milestones, and project timelinesFollow up on incomplete tasks and hold Reef accountable to commitments📈 Pipeline Management Enter and maintain contact records, deals, and lead source details (referrals, ads, events, organic contacts)Update lead and deal stages in real time based on activityLog meeting notes and communication history consistently🚀 Outreach & Lead NurturingSend follow-up messages to leads Reef meets at events (group chats, call scheduling, etc.)Follow up with non-responsive or “not yet ready” contacts and set future check-insRespond to inbound messages from LinkedIn, Instagram, Google Messages, and WhatsAppSupport Reef in relationship-building and lead engagement initiatives🤝 Affiliate & Partner CoordinationServe as point of contact for affiliate partners providing client leadsCoordinate communications via iMessage and email🧩 Client OnboardingAfter deal closure, send thank-you messages and next-step instructionsDraft and send client contracts, personalized based on agreed payment termsCreate Slack channels and add both client and internal team membersSchedule Kick-Off calls and prepare internal kickoff documentation for the recruitment team📊 Reporting & Sales SupportMaintain and update five key sales trackersPrepare monthly sales performance recaps and summariesAttend weekly sales meetings and provide status updates and follow-ups🛠️ Administrative & Project SupportAssist with the creation and refinement of sales contracts, pitch decks, and client materialsCoordinate and send gifts or incentives to clients (e.g., books, meals, merch like WA hats)Book speaking engagements, podcast appearances, and networking events for ReefConduct research on prospective clients and prepare one-pagers for internal briefingsRefine and update standard operating procedures (SOPs) as processes evolveProvide ad-hoc support on operational projects and process optimization as needed🌍 Executive & Personal AssistanceBook travel arrangements including flights, accommodations, and logisticsManage personal admin tasks to support Reef’s productivity and focusAssist with document retrieval, organization, and submissionAssist with ad-hoc needs including scheduling home services (e.g., cleaner, car wash) or ordering suppliesEnsure seamless support across business and personal needs⚒️ Key Qualifications of the Executive Sales Assistant 📝🤖 AI Awareness & Proficiency – Solid understanding of modern AI tools and familiarity with prompt engineering💪 Can-Do Attitude – Positive, self-starting mindset with a bias toward action and ownership🧩 Figure-It-Out Mentality – Comfortable navigating ambiguity, learning on the fly, and solving problems independently🧭 Core Values Alignment – Strong personal integrity and a clear fit with WeAssist’s values around communication, ownership, emotional regulation, and excellence📢 Why Are We Hiring an Executive Sales Assistant?Our CEO, Reef Colman, is on a mission to reshape the future of remote work and create life-changing opportunities for talented professionals around the world. As WeAssist continues to scale, Reef needs an Executive Sales Assistant who can act as his strategic right hand—managing high-level client relationships, staying ahead of follow-ups, and making sure every conversation leads to impact. This role is about being the connector behind the scenes, ensuring nothing falls through the cracks while keeping the momentum strong.If you thrive on connection, clarity, and keeping high-stakes operations running smoothly—this is your moment to shine! 💼✨What’s in it for you? 💰 Earn while you assist – Get commissions for every closed role you help bring in!🎙️ Mic drop moment – Land Reef a podcast guest spot? That’s commission in your pocket!🤝 Client champion – Get rewarded when new clients officially start with WeAssist!🌱 Endless Growth Opportunities – Your role evolves with you—take on more responsibility and leadership as you grow!💰 Great Starting Salary – Competitive compensation to reward your contributions.🎉 13th Month Bonus – Because we appreciate your hard work and dedication. Wild, right? 🤯🏆 Performance-Based Raises, Bonuses & Prizes – Your growth directly impacts your compensation! Hit your KPIs and enjoy rewards that reflect your success!👨⚕️ Health, Dental, and Mental Health Insurance – Comprehensive coverage to take care of you inside and out.💡 Proactive, Collaborative, Supportive, and Forward-Thinking Environment – Work on innovative projects that push boundaries alongside passionate leaders who value your input!🌴 Permanent Remote Set-Up – Your office is wherever you want it—whether that's your couch, bed, or hammock!Specifics:Time Full Time, 10:00 AM - 6:00 PM PSTBe available during business hours to communicate responsively with your direct supervisor and teammatesThis is a remote position so you can have the freedom to work from anywhereMiscellaneousAttire - business casual when in meetingsProfessional setup (Pains me I actually need to write this down… 👀)Clean backgroundGood cameraGood microphoneStrong wifiTech Stack🔑 Must-Have Skills (Baseline Requirement):Familiarity with AI tools and knowing what to use for which use-caseChatGPT – for comms, decision-trees, and creative problem solvingClaude – for logic-heavy tasks like coding or mathGemini – for media and video content use-casesPerplexity – for intelligent research and contextual understandingPrompt Engineering – ability to craft prompts for efficiency and relevancePlatform Savvy – knowing when to use a CRM vs. an automation tool vs. a communication platform✨ Highly Preferred (The Dream Candidate Has These!):AI Engineering or experience building sales/marketing workflows with AIExperience with API or Webhook integrationsJSON coding experience or comfort working with low-code/no-code platformsProject management and process-building know-howResource allocation and operations understandingCRM automations (especially GoHighLevel!)💻 Preferred Tools & Platforms:GoHighLevel (GHL) – huge plus if you're certified or trainedN8N, Make.com, Zapier – for building workflows and automationsAppify, Loveable, Cursor, Windsurf – low-code platforms for custom toolsGitHub – for version control or team collaborationSlack – for internal commsClickUp – for project/task managementiPhone (for iMessage syncing) – highly preferred (We can provide one if needed!)HubSpot – CRM experience a bonus