9mo ago

Executive Assistant - R.M.

PHRemotemid

Executive AssistantAdministration & Office Support

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Quick Summary

Key Responsibilities

Review this Doc first! How to Prepare for the Recruiting Process - https://docs.google.com/document/d/1tCWNqlU4gNG4nQaEeo5iSKNB8A8X7xAlVCMDvZwkdDk/edit?tab=t.0#heading=h.

Requirements Summary

Must-Haves: 👔 Executive-Level Support Experience– Prior experience directly supporting a founder, C-level executive, or similarly senior leader 🗣 Excellent Communicator & Listener– Clear,

Technical Tools

Executive AssistantAdministration & Office Support

🚀 About the Client 🚀

🎥 Mission-Driven Media & Ministry– Producing content, coaching, and creative projects that inspire transformation and purpose

🌍 Multi-Brand Ecosystem– Supporting both a nonprofit initiative and a for-profit creative studio

📈 Scaling with Intention– Growing team, audience, and influence across digital platforms

🤍 Faith-Led Culture– Values alignment, empathy, and service are central to how the team operates

🤝 High-Trust, High-Ownership Team– Open communication, accountability, and mutual respect are the norm

🌟 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 📝

📬 Inbox & Calendar Management

📱 Social Media & Content Support

🗂 Task & Project Management (Notion)

🤝 Team Coordination & Operational Support

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 an Executive Assistant to act as a true right-hand partner to the founder, with ownership of his inbox and calendar as the top priority. With growing content output, team size, and communication volume, the founder needs full confidence that high-value messages, deadlines, and scheduling are being handled accurately and proactively—without him having to double-check. This role exists to bring structure, follow-through, and calm to daily operations, while also lending a hand on social media and content as the team's media presence grows.

If you're a sharp communicator who catches the details others miss, follows up before being asked, and isn't afraid to chase down an answer when something important is on the line, this role will feel deeply rewarding.✨

✅ Qualifications:

👔 Executive-Level Support Experience– Prior experience directly supporting a founder, C-level executive, or similarly senior leader
🗣 Excellent Communicator & Listener– Clear, professional written and verbal English; confirms understanding of instructions before executing rather than guessing
🔍 High Attention to Detail– Catches easy-to-miss details in a busy inbox and calendar, and understands the financial and reputational stakes of a missed message
📥 Advanced Inbox & Calendar Management– Hands-on experience owning a busy executive's inbox and schedule with accuracy and discretion
🐾 Persistent, Proactive Follow-Through– Comfortable chasing down a response—including by phone—when a deadline is approaching and messages are going unanswered
🧠 Independent Problem-Solver– Takes an instruction, thinks it through, and executes it—asking clarifying questions when unsure instead of assuming
✝️ Faith-Aligned– Comfortable working in a Christian, mission-driven media environment

🎬 Media & Video Interest– Genuine enthusiasm for social media and video, with basic editing skills in CapCut or similar; Adobe Premiere Pro experience is a plus but not required

Responsibilities

~2 min read

→📬 Inbox & Calendar Management

→Own the founder's inbox on a daily basis, ensuring important messages never go unanswered
→Identify and prioritize VIP, investor/donor, speaking-engagement, business-opportunity, and other high-stakes correspondence
→Proactively follow up with the founder when his response or decision is needed
→Escalate to a phone call when an urgent deadline is approaching and messages are going unanswered
→Manage a fast-moving calendar, coordinating meetings, guest appearances, productions, and other commitments
→Accurately confirm availability and instructions before communicating with external parties
→Prevent double bookings, incorrect availability, or miscommunicated scheduling
→Communicate professionally with external contacts on the founder's behalf

→📱 Social Media & Content Support

→Support social media and content work, including videos, posts, and captions
→Schedule and post content across TikTok, YouTube, Instagram, and Facebook
→Manage DMs, including podcast guest coordination and general inquiries
→Perform basic video edits using CapCut, the Edits app, or Adobe Premiere Pro
→Jump in on editing when the media team needs an extra set of hands
→Bring an eye for pacing and clean cuts—training on more advanced editing is provided

→🗂 Task & Project Management (Notion)

→Maintain and update existing Notion dashboards and project trackers
→Capture action items from meetings and appointments
→Set timelines and deadlines for founder-specific tasks
→Proactively follow up with 7–8 team members to ensure task completion, rather than waiting to be asked for status
→Send reminders and keep projects moving forward

→🤝 Team Coordination & Operational Support

→Work closely with other team members on miscellaneous operational needs
→Assist when action items require coordination across the team
→Provide flexible administrative and executive support depending on the founder's priorities
→Take on straightforward miscellaneous assignments with limited hand-holding

🏡 Want to Know More About the Client?

Our client is a mission-driven entrepreneur leading two fast-growing, impact-focused organizations at the intersection of media, ministry, and storytelling. Through a nonprofit arm and a creative studio, they produce powerful content, coaching programs, and digital initiatives designed to bring clarity, healing, and hope to a global audience. With a rapidly expanding team, an increasing public presence, and multiple communication channels in motion, the business is entering an exciting new phase of growth. Their work blends purpose with professionalism, creativity with structure, and vision with execution.

Joining this team means stepping into a role where your work directly supports meaningful impact—and where excellence and faith-centered values go hand in hand. 🌟

This is a fast-moving, purpose-first team that values clarity, honesty, and heart. Everyone is expected to communicate openly, take ownership of their work, and support one another as the organization grows.

✝️ Faith-Driven Work– Purpose and belief guide how decisions are made and how people are treated
🗣 Radical Candor– Honest, respectful feedback is encouraged—nothing gets swept under the rug
🛑 Clear Boundaries– Sustainable work rhythms and healthy communication matter
💛 Kindness in Action– Care and empathy lead, even in high-pressure moments
✅ Accountability– Commitments are taken seriously, and follow-through is essential

Together, the team builds meaningful work while supporting each other every step of the way.

Started by Reef Colman just six 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!