Executive Sales Assistant - IH

🌍 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.

• →📞 Client Communication & Follow-Ups
  • →Manage all follow-up communications with clients via email, iMessage (iPhone), WhatsApp, CRM, and Google Messages
  • →Proactively respond to client inquiries and maintain timely communication loops
  • →Create and manage WhatsApp group chats for streamlined communication
  • →Send warm introductions, schedule calls, and follow up on cold or inactive leads
    
    
• →📅 Calendar & Scheduling Management
  • →Own and maintain the CEO’s full calendar, coordinating with clients, internal team members, and partners
  • →Schedule all external and internal meetings, ensuring clarity around time zones and objectives
  • →Collaborate with the Operations & Communications Coordinator to manage overlapping requests, avoid conflicts, and protect critical time blocks
  • →Proactively identify potential scheduling conflicts and offer solutions
    
    
• →📬 Email Management
  • →Manage both Reef’s personal and WeAssist inboxes, triaging emails for urgency and priority
  • →Draft, send, and follow up on important emails to clients, prospects, and partners
  • →Organize and flag items for Reef’s attention
    
    
• →✅ Task Management & Execution
  • →Extract and organize action items from sales calls, client meetings, and internal team meetings
  • →Collaborate in managing a shared Notion board to track to-do’s, goals, milestones, and project timelines
  • →Follow 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 activity
  • →Log meeting notes and communication history consistently
    
    
• →🚀 Outreach & Lead Nurturing
  • →Send 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-ins
  • →Respond to inbound messages from LinkedIn, Instagram, Google Messages, and WhatsApp
  • →Support Reef in relationship-building and lead engagement initiatives
    
    
• →🤝 Affiliate & Partner Coordination
  • →Serve as point of contact for affiliate partners providing client leads
  • →Coordinate communications via iMessage and email
    
    
• →🧩 Client Onboarding
  • →After deal closure, send thank-you messages and next-step instructions
  • →Draft and send client contracts, personalized based on agreed payment terms
  • →Create Slack channels and add both client and internal team members
  • →Schedule Kick-Off calls and prepare internal kickoff documentation for the recruitment team
    
    
• →📊 Reporting & Sales Support
  • →Maintain and update five key sales trackers
  • →Prepare monthly sales performance recaps and summaries
  • →Attend weekly sales meetings and provide status updates and follow-ups
    
    
• →🛠️ Administrative & Project Support
  • →Assist with the creation and refinement of sales contracts, pitch decks, and client materials
  • →Coordinate and send gifts or incentives to clients (e.g., books, meals, merch like WA hats)
  • →Book speaking engagements, podcast appearances, and networking events for Reef
  • →Conduct research on prospective clients and prepare one-pagers for internal briefings
  • →Refine and update standard operating procedures (SOPs) as processes evolve
  • →Provide ad-hoc support on operational projects and process optimization as needed
    
    
• →🌍 Executive & Personal Assistance
  • →Book travel arrangements including flights, accommodations, and logistics
  • →Manage personal admin tasks to support Reef’s productivity and focus
  • →Assist with document retrieval, organization, and submission
  • →Assist with ad-hoc needs including scheduling home services (e.g., cleaner, car wash) or ordering supplies
  • →Ensure seamless support across business and personal needs
    
    

🤖 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

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

• 🧭 Integrity – Do the Right Thing, Always
  • Even when no one’s watching, we lead with honesty, character, and trust.
• 🎯 Expectation – Set the Target Early
  • We align from the start—no guessing games. Clarity creates confidence.
• 🔁 Reiteration – Say It Back, Get It Right
  • We confirm understanding by repeating what we heard. Listening is a two-way street.
• 🧱 Major Ownership – Being 1% Better Every Time
  • No blaming, no excuses. We take full responsibility and ask, “What can I do better?”
• 🔍 Radical Transparency – Keep It Real
  • We speak with openness and honesty.
• 🚀 Proactive Effort – Stay Ahead of the Game
  • We don’t wait for fires—we prevent them. Anticipate, act, exceed.
• 🗣️ Communication – Listen First, Speak with Clarity
  • We listen to understand, not just to reply. The clearer we are, the stronger we move!
• 🧑‍💼 We Talk About Projects, Not People – No Gossip Zone
  • We go directly to the source. Discuss issues, not individuals—unless it’s for solutions.
• 🧠 Be Curious – Ask, Learn, Level Up
  • Curiosity drives growth. We ask smart questions and never stop learning.
• 🧊 Emotional Regulation – Keep Cool Under Pressure
  • We stay calm, think clearly, and lead with emotional maturity—especially when it’s tough.
• 🏅 A-Player Mentality – Results Over Excuses
  • We get things done. Whatever it takes to win with integrity, we’re in.
• ➕ One More Mindset – Because It Matters to Someone
  • One more call. One more check-in. One more push. Every extra effort counts.

Join a team that values growth, action, and real impact—where what you do truly matters! 🎉

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

• 💰 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!

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

• Time
  • Full Time, 10:00 AM - 6:00 PM PST
    • Be available during business hours to communicate responsively with your direct supervisor and teammates
  • 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 Skills (Baseline Requirement):
    • ⚙️ Familiarity with AI tools and knowing what to use for which use-case
      • 💬 ChatGPT – for comms, decision-trees, and creative problem solving
        📊 Claude – for logic-heavy tasks like coding or math
        🎥 Gemini – for media and video content use-cases
      • 🔎 Perplexity – for intelligent research and contextual understanding
      • 🧠 Prompt Engineering – ability to craft prompts for efficiency and relevance
      • 🔌 Platform 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 AI
      • 🔗 Experience with API or Webhook integrations
      • 🧾 JSON coding experience or comfort working with low-code/no-code platforms
      • 🗂️ Project management and process-building know-how
      • 📈 Resource allocation and operations understanding
      • 🔁 CRM automations (especially GoHighLevel!)
  • 💻 Preferred Tools & Platforms:
    • 📞 GoHighLevel (GHL) – huge plus if you're certified or trained
    • ⚙️ N8N, Make.com, Zapier – for building workflows and automations
    • 🔍 Appify, Loveable, Cursor, Windsurf – low-code platforms for custom tools
    • 🌐 GitHub – for version control or team collaboration
    • 📥 Slack – for internal comms
    • ✅ ClickUp – for project/task management
    • 📲 iPhone (for iMessage syncing) – highly preferred (We can provide one if needed!)
    • 📊 HubSpot – CRM experience a bonus

• Compensation
  • $10,800 - $14,400/yr