Hiring: Full-Time Executive Assistant - Remote - $9,000 to $13,200 /yr
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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 an innovative leader at the intersection of health and technology, redefining the future of medical diagnostics and drug development. With over a decade of success and a dynamic portfolio of six growing businesses, they are renowned for groundbreaking work in advancing individual health and longevity. Serving a diverse clientele, including leading health professionals and cutting-edge researchers, their mission is to provide state-of-the-art diagnostic testing and comprehensive health evaluations that empower individuals to take charge of their well-being.
Their team thrives on pushing boundaries, tackling exciting and forward-thinking projects that truly impact lives. By joining their ranks, you’ll step into an environment where innovation is celebrated, and your contributions will leave a lasting imprint on the future of healthcare! ✨
Culture and Core Values:
Our client’s team operates with a strong sense of camaraderie, each member playing a vital role in driving forward-thinking initiatives that shape the future of healthcare. They foster a culture of innovation, collaboration, and continuous learning, where every day presents an exciting new opportunity to make a meaningful impact. They’re also scrappy individuals that do what it takes to get things done!
Here’s what matters most to them:
- ✅ Proactivity: Anticipate, act, and lead—creating solutions before challenges arise.
- ✅ Forward-thinking: Innovating today for a healthier tomorrow.
Step into a culture where every day offers the chance to innovate, grow, and make a lasting impact! 🔥
Why are they hiring? 🏢
Our client is looking to bring on a highly organized Executive Assistant to help manage and streamline their growing portfolio of businesses. With several entities under their umbrella, including cutting-edge health tech and biotech ventures, they need someone who can juggle multiple priorities and keep things running smoothly. This role is all about providing critical support to the leadership teams, ensuring initiatives are launched successfully, and freeing up the leaders to focus on what they do best.
If you're someone who thrives on organization, highly responsive, loves working on diverse projects, and is passionate about making an impact, this is the perfect opportunity 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:
- 🌱 Endless Growth Opportunities – Your role evolves with you—take on more responsibility and leadership as you grow!
- 💼 Expand Your Role – A chance to grow into additional roles across a diverse business portfolio.
- 💰 Opportunity for a 14th Month Bonus – Because we appreciate your hard work and dedication! 2 extra months is CRAZY!
- 🏆 Performance-Based Bonuses – Hit your KPIs and enjoy rewards that reflect your contributions.
- 🌟 PTO Increases with Performance – The better you perform, the more time you get to recharge.
- 📈 Performance-Based Raises – Your growth directly impacts your compensation!
- 👥 Personalized Growth Plan – We’ll help tailor your path based on your aspirations and interests.
- 🤝 Collaborative and Supportive Team – Work alongside passionate, forward-thinking leaders who value your input.
- 💡 Proactive, Forward-Thinking Environment – Work on innovative projects that push the boundaries of health and technology!
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:
- Executive Assistant / Administrative Support:
- Email Management:
- Manage and organize three separate inboxes, prioritizing inquiries and ensuring timely responses
- Handle various types of inquiries including invoicing, product queries, meeting scheduling, conference coordination, and travel arrangements
- Respond to and manage calendar booking based on incoming emails, with training provided on expectations and best practices
- Calendar Management:
- Coordinate scheduling and resolve conflicts to maintain an efficient calendar
- Be mindful of the need for focused time and project work, blocking out time accordingly
- Communicate directly with leadership to determine priority bookings and schedule adjustments
- Note-taking & Action Item Management:
- Capture action items and key takeaways during meetings
- Create and maintain lists of to-do items, ensuring accountability for their completion
- Assist in tracking and following up on action items to drive progress
- Communication Management:
- Efficiently manage and monitor text threads, phone calls, and WhatsApp communications
- While direct calls will be minimal, the ability to take calls when needed is preferred
- Proactively respond to group messages, ensuring effective communication and task progression
- Over time, take the initiative to handle tasks and action steps directly, ensuring efficient communication across all channels
- Managing Internal & External Communication:
- Learn key contacts across various business areas and understand their relevance within different projects
- Collect, analyze, and respond to inquiries by determining the what, when, who, where, and why of each communication
- Logistical Support & Coordination:
- Invoicing & Purchase Orders
- Send invoices and purchase orders, ensuring accurate and timely submission.
- Support with data and information required to complete invoices, ensuring smooth transactions.
- Account Management & Team Coordination:
- Serve as the point of contact for accounts, handling basic communication tasks and facilitating coordination
- Execute direction on messaging, ensuring clarity and accuracy in communication with clients and team members
- Manage one-on-one communication for accounts, including delegating tasks when necessary
- AI & Technology Integration (Preferred)
- Leverage AI tools like ChatGPT, Gemini, and others to optimize workflows and enhance productivity
- Demonstrate a curiosity and willingness to learn new AI technologies and apply them to everyday tasks
- Training will be provided for any tools that are new to the candidate
- Document Management & Editing (Nice-to-Have)
- Edit documents, add logos, and perform basic design work using tools like Canva (training provided)
- Assist with editing official documents, including Certificates of Authentication, ensuring accuracy and professionalism
- Ensure all documents are polished, professional, and ready for distribution or presentation
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, PST 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:
- Google Sheets/MS Excel
- G-Suite
- Gmail
- Google Calendar
- Nice-to-have:
