Hiring: Full-Time Executive Assistant
Remote - $9,000 to $13,200 /yr
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!
About the client we are hiring for:
Our client is a trailblazing healthcare provider specializing in functional and integrative medicine, proudly serving the Dallas community since 2006. With a mission to uncover the root causes of health issues, they offer innovative services like bioidentical hormone therapy, brain health optimization, and gut health improvement, catering to those seeking transformative and personalized care. Their forward-thinking approach extends beyond traditional care, as they pave the way in women’s health through telemedicine and a state-of-the-art digital health platform. Committed to empowering individuals to take charge of their well-being, they help patients—especially women—live their healthiest, most vibrant lives. From transforming lives through personalized treatments to being featured in the "sHEALed" documentary, they are redefining healthcare with passion and purpose.
Behind this inspiring mission is a dynamic, driven team that thrives on collaboration and innovation. Here’s the question—are you ready to join a team that's rewriting the rules of healthcare? 🌟
Culture and Core Values:
Our client’s team culture is built on collaboration, empowerment, and excellence. They work together with integrity, creating a supportive environment that uplifts each member and fosters professional and personal growth.
Here’s what matters most to them:
- ✅ No ‘I’ in Team: Collaboration is key—our success is built on lifting each other up and working as one.
- ✅ Excellence Always: We strive for operational brilliance in every detail, setting the standard for transformative care.
- ✅ Integrity First: Honest communication and courageous conversations guide us to deliver our best at all times.
- ✅ Elevate and Empower: We lead with support and acknowledgment, inspiring everyone to reach their full potential.
- ✅ Positive Transformation: Every interaction is an opportunity to create meaningful and lasting change.
At the heart of it all, this team believes in making a difference, not just for their patients, but for each other. Are you ready to make your mark? 💯
Why are they hiring? 🏢
Our client is managing multiple thriving businesses, including a busy clinic, supplement company, women’s health telemedicine platform, and a TV show empowering women. Her schedule is bursting at the seams, and she’s ready to find a rockstar Executive Assistant to bring order to the chaos. As the client's right-hand partner, you will be her go-to communicator, effortlessly managing schedules, connecting with investors, patients, and team members, and keeping everything running like clockwork. By stepping in and taking the reins on administrative tasks, you’ll help her focus on big-picture growth and impact. If you’re ready to be the secret weapon behind a powerhouse leader, this is your moment to shine! ✨
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:
- 🚀 Room to grow into higher roles and make your mark
- 💡 Your input matters—shape the future of the company
- 🤝 Valued ideas and contributions that drive change
- 📈 Employee stock options (coming soon) for long-term growth
- 🌴 4 weeks PTO—because work-life balance matters
- 🤧 10 sick days to keep you feeling your best
- 🏖️ 10 vacation days to recharge and unwind
- 💬 A culture that thrives on collaboration and team support
- 💪 Excellence in everything we do—join a team that delivers the best!
- 🌟 Integrity, innovation, and positivity—our core values shape everything we do.
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!
Responsibilities of the Executive Assistant:
Your responsibilities include:
- Email Management:
- Organize, prioritize, and maintain an efficient email system
- Initially, draft emails for review, transitioning to independent responses after 3+ months
- Respond promptly and appropriately to inquiries while ensuring timely communication
- Create an email organization system using labels, flags, color coding, and priorities
- Flag or escalate important messages for review when necessary
- Understand the context of emails and take independent, appropriate action
- Occasionally follow up on communications via text messages and manage related inboxes
- Calendar Management:
- Plan, coordinate, and ensure that the client’s schedule is adhered to, confirming meetings, appointments, and calls as needed
- Attend meetings and create follow-up priorities to ensure action items are completed
- Delegate tasks as needed
- Execute assigned tasks and ensure timely completion
- Distill agenda items and to-do’s into actionable steps
- Manage both personal and business appointments through Google Calendar
- Schedule meetings and appointments efficiently, avoiding calendar conflicts
- Send reminders and reschedule appointments when necessary to maintain an up-to-date calendar
- Online Event Management:
- Attend and support the client during special online events such as webinars, masterclasses, and speaking engagements
- Coordinate and plan select private events as required
- Set up webinar platforms, schedule events, and send participant details via email
- Manage chat communications during webinars by:
- Responding to participant inquiries and sending out relevant links
- Capturing email leads through chat interactions and lead magnets
- Moderating the chat, including managing the queue and removing disruptive participants during Q&A sessions
- Administrative Support:
- Organize and maintain online files, ensuring client notes and correspondence are up-to-date
- Manage and update CRM with current contact information
- Set up leads on workflow automation and ensure proper follow-up
- Update and maintain Standard Operating Procedures (SOPs)
- Delegate administrative tasks to other team members as necessary
- Retrieve and distribute data, content, and creative materials from the drive to the team
- Identify areas for process improvement, system optimization, and enhanced communication protocols to increase efficiency
- Propose new ideas to streamline and optimize workflows based on current operations
- Manage various special projects on an ad-hoc basis, such as organizing shipping for merchandise or swag for conferences
- Discernment & Decision-Making:
- Exercise sound judgment when managing tasks and communications, ensuring efficiency and alignment with the company’s objectives
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 🏆
- Paid Time Off (PTO) 🏖️
- 10 sick days
- 10 vacation days
Specifics:
- Time
- Full-time, 8am to 5pm CST time zone
- 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:
- Nice-to-have:
- Slack
- MS Suite (Excel and Word)
- AI Tools (ChatGPT, Claude, etc)
- CRM Software
