Executive Assistant - LGS

Hiring: Full-time Executive Assistant - Remote - $9,600 - $13,200/yr 🚀 About the Client 🚀 📣 Influencer Marketing with Purpose – Supporting health & wellness creators through brand partnerships that uplift communities.

🤝 Creator & Brand Connector – Managing deals, collaborations, invoicing, and long-term relationships across multiple platforms.

📈 Growing with Momentum – With a roster of creators and hundreds of brand deals circulating, they run a highly coordinated workflow that depends on sharp systems and detail excellence.

🌼 Heart-Led Leadership – A kind, trusting, down-to-earth team that believes in people-first operations.

😊 Supportive, Positive Work Environment – High energy, good humor, open communication, and genuine appreciation for great people.

🌟 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 📝

• 📑 Contract & Data Management
• 📊 Tracker Ownership & Data Accuracy
• 📧 Communication & Brand Coordination
• 🗓 Calendar & Deliverables Management
• 🤝 Client & Creator Support
• 💰 Billing & Invoicing
• 📁 File, Asset & Systems Management
• 📚 Special Projects

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 hiring two Executive Assistants to support their fast-growing influencer management operations. Due to the increasing volume of brand deals, contracts, deliverables, and recurring tasks, the team needs additional bandwidth to stay organized, accurate, and responsive. You will help relieve the current EA, split responsibilities, and take ownership of trackers, contracts, invoices, and daily coordination. Your mission: be the operational backbone—keeping contracts updated, trackers pristine, communication flowing, and monthly invoicing accurate. This role is perfect for someone who thrives in detail-heavy work, loves organization, and feels satisfied when everything is “just right.”

If you love staying five steps ahead, thrive in fast-paced environments, and get genuine satisfaction from helping things run smoothly—this is your moment to shine. 🌟 🚀

✅Qualifications

• Must-Haves:

• 🔍 Elite Attention to Detail – You notice inconsistencies, missing data, and formatting errors instantly. Precision is your superpower.
• ✍️ Exceptional Written English – Clear, polished, and professional communication across emails, trackers, and SOPs.
• 🤝 Customer Service, VA, or EA Experience – You’ve supported operations, handled details, and worked directly with clients or teams.
• 🧩 Comfort With Repetitive, Detail-Heavy Tasks – Especially critical for the second EA—someone who genuinely enjoys precise, meticulous work.
• 📊 Google Sheets Expert – Confident with data entry, sorting, data validation, and managing large, detailed spreadsheets.

Responsibilities Of The Executive Assistant

• 📑 Contract & Data Management

• Review incoming contracts for accuracy and ensure all required details are present
• Upload finalized contracts to SignNow and complete templates when needed
• Track contract lifecycle (sent → signed → executed) and ensure timely completion
• Follow up with brands if contracts remain unsigned after 5 days.
• Ensure contract details (deliverables, platforms, rates, codes, payment terms) are entered accurately.
• Conduct monthly audits to identify upcoming renewals and send initial renewal emails.

• 📊 Tracker Ownership & Data Accuracy

• Maintain the main client trackers daily with all updates related to deals, deliverables, communication, and status changes
• Extract key details from emails, messages, or contracts and enter them into the appropriate tracker fields
• Identify missing information and notify the team promptly
• Keep all trackers aligned with the color-coded system to signal action items and pending information
• Conduct twice-weekly audits to ensure trackers remain accurate, organized, and current

• 📧 Communication & Brand Coordination

• Manage your own inbox and respond to routine inquiries, follow-ups, and brand questions
• Send SOP-based emails when new deals are approved and gather any missing info from brands
• Coordinate product sends and restocks; send monthly restock check-ins to clients
• Document relevant communication updates and share essential information with leadership
• Collect client feedback on products and update the necessary records.
• Support brand outreach tasks as assigned

• 🗓 Calendar & Deliverables Management

• Add all content deadlines, promo dates, contract milestones, and reminders to Google Calendar
• Color-code deliverables (Reels, Stories, static posts, required dates) for clarity
• Duplicate recurring events for long-term partnerships to maintain month-to-month continuity
• Set reminders for expiring contracts and other critical action items
• Audit calendar entries monthly to ensure accuracy with the main trackers

• 🤝 Client & Creator Support

• Coordinate product shipments and ensure clients receive items needed for filming and promos
• Track and communicate restock requests using internal forms
• Gather promo details from brands and ensure they are properly logged and scheduled
• Update creator follower counts at the beginning of each month
• Provide timely updates to client when essential details are missing or require attention

• 💰 Billing & Invoicing

• Prepare and send monthly invoices for all active brand contracts
• Create and maintain customized invoice templates for each brand
• Gather commission details for approximately 200 deals monthly and input them accurately
• Include W-9 and banking information with first-time invoices to ensure proper payment processing
• Track payments, flag overdue invoices, and follow up when necessary

• 📁 File, Asset & Systems Management

• Store and organize contracts, briefs, product confirmations, and communication materials in structured folders
• Maintain and update the brand rolodex with new partnerships, contacts, links, and categories
• Support updates to SOPs, templates, and internal systems as processes evolve

• 📚 Special Projects

• Assist with event planning, fundraisers, and other seasonal or one-off initiatives
• Participate in operational improvements, workflow optimization, and process-building projects

🏡 Want to Know More About the Client? Our client is a fast-growing influencer management company operating at the intersection of wellness, lifestyle, and purpose-driven creator partnerships. Their work centers on connecting heart-aligned health and wellness brands with creators who genuinely love promoting products that make people’s lives better. With a reputation for integrity, kindness, and meticulous execution, they support a growing roster of creators and manage hundreds of brand deals, contracts, and ongoing partnerships each year. The company blends operational excellence with a human-first approach—ensuring creators feel supported, brands feel cared for, and every project is executed with intention.

Joining their team means stepping into a warm, collaborative environment where you’ll be trusted, valued, and encouraged to grow as part of a mission-led, high-integrity organization.🫶🏻

Company Culture And Core Values The team operates with warmth, integrity, and a deep belief that meaningful work is rooted in kindness and collaboration. They value people who show up with positivity, ownership, and an eagerness to grow.

Here’s What Matters Most To Them

• 💛 Authenticity – Show Up Real: They celebrate genuine communication, honesty, and staying true to your word.
• 🤝 Collaboration – Win Together: Success happens when everyone supports one another and moves as one team.
• 🙏 Trust & Faith – Built on Integrity: Reliability, honesty, and strong moral grounding guide every partnership.
• 💡 Innovation – Always Improving: They embrace new ideas, streamlined systems, and creative thinking.
• 🌿 Growth – Personally & Professionally: Learning is continuous—curiosity and self-improvement are welcomed here.

Together, the team shines brighter—uplifting creators, brands, and each other every day.

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:

• 🌎 Permanent Remote Setup – Work from anywhere while staying connected to a fast-moving U.S. team.
• 🎯 Role Stability & Long-Term Fit – They’re hiring for longevity, not churn—your work matters here.
• 🎉 Performance Bonuses – Earn additional bonuses tied to accuracy, consistency, and performance milestones.
• 💛 Supportive, Heart-Led Leadership – You’ll be appreciated, valued, and trusted from day one.
• 📚 Skill Growth & Training – Learn influencer workflows, contract processes, and brand partnership systems.
• 📈 Clear Path for Advancement – As the company scales, your role and responsibilities can grow too.
• 🎉 Positive, High-Energy Team Vibe – A fun environment where good humor and good people are part of the culture.
• 🧘‍♀️ Balanced Work Culture – No micromanagement, no chaos—just structure, expectations, and trust.
• 🗂 Ownership of Impactful Work – You’ll manage mission-critical trackers, contracts, and brand operations.
• 💬 Open Communication Culture – You’re encouraged to ask questions, speak up, and bring ideas.

Your next big opportunity starts here—ready to take the leap? 🚀

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; 6:30 AM – 3:30 PM PST
• 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:

• Google Suite (G-Suite)

• Google Sheets (heavy daily use)
• Google Docs
• Google Calendar

• Nice-to-Have:

• MS Outlook
• SignNow
• Advanced Google Sheets / Excel Formulas (lookups, filters, validation, etc.)
• CRM Software (experience in any CRM is a plus, helps with future transitions)

• Compensation

• Fixed Rate $9,600 - $13,200/yr