P1 - Executive Assistant (M.D.) at WeAssist.io

🚀 About the Client 🚀

🌍 Global Philanthropic Network: Uniting funders worldwide to accelerate the end of the HIV/AIDS pandemic.
💡 Innovative Connector: Creating spaces for funders to collaborate, learn, and lead change together.
🧠 Thought Leadership: Leading conversations and action through cutting-edge programs and advocacy.
🧭 Purpose-Driven Mission: Focused on mobilizing resources to support health equity, human rights, and justice for all.
🤝 High-Trust Team: A culture built on respect, autonomy, and shared accountability.

🌟 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 📝

➡️ Strategic Calendar & Time Management

➡️ Meeting Preparation & Follow-Up

➡️ Administrative Support

➡️ Communication & Relationship Management

➡️ Travel & Logistics Management

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 on the lookout for a sharp and reliable Executive Assistant ready to provide top-level support and act as their trusted right-hand. This role is all about keeping a busy executive’s calendar, inbox, and priorities in perfect harmony while managing client relationships like a seasoned pro. Your mission? To save the client’s time and resources by ensuring everything runs smoothly and efficiently.

If you thrive in fast-paced, high-stakes environments and excel at turning spoken ideas into clear, actionable plans, this is your moment to shine. 🚀

Qualifications:

• ✅ Proven experience supporting C-level executives or senior leadership in fast-paced environments.
• ✅ Background working with nonprofit organizations or mission-driven entities is highly preferred.
• ✅ Strong leadership skills with the ability to take initiative and work independently.
  
  

Responsibilities of the Executive Assistant:

Your responsibilities include:

• Strategic Calendar & Time Management:
  • Proactively manage and optimize the executive’s schedule to ensure alignment with strategic priorities
  • Anticipate and prevent scheduling conflicts, balancing professional commitments with personal well-being, particularly during travel periods
  • Coordinate scheduling of meetings, including recurring calls such as staff meetings, one-on-ones, and biweekly donor meetings
  • Prepare for regular meetings, including board meetings and working groups, by ensuring timely distribution of agendas and calendar reminders
  • Protect time for internal staff meetings to maintain effective communication and collaboration

• Meeting Preparation & Follow-Up:
  • Collaborate with internal teams and external stakeholders to gather necessary agendas, briefing materials, and logistical details for meetings, both virtual and in-person
  • Accurately document key decisions and action items during meetings and share updates with relevant parties
  • Schedule follow-up meetings and track the progress of action items to ensure timely completion
  • Utilize project and lead tracking tools such as Monday.com and Salesforce to support meeting follow-ups and task management

• Administrative Support:
  • Add or update contact records in the organization’s database promptly after meetings, including notes and relevant information
  • Manage membership renewals and donation acknowledgments by sending personalized email communications using provided templates
  • Provide general administrative support as needed, including research and document reviews

• Communication & Relationship Management:
  • Manage the executive’s inbox, initially supporting and eventually taking full responsibility for email filtering and prioritization
  • Ensure timely responses to high-priority communications, maintaining strong relationships with internal staff and external stakeholders
  • Draft and send courteous follow-up emails after conferences and convenings to nurture professional connections
  • Utilize communication platforms such as Microsoft Teams, Outlook, WhatsApp, and Signal to facilitate efficient correspondence

• Travel & Logistics Management:
  • Coordinate complex travel itineraries that prioritize efficiency, cost-effectiveness, and the executive’s well-being
  • Use the organization’s travel system to research and book discounted flights and accommodations
  • Prepare detailed travel documents and schedules, ensuring adequate rest periods are built in, to allow sufficient rest and recovery for the client after each travel

• Technology & Systems Optimization: (Nice-to-have)
  • Identify and implement productivity tools to improve workflow efficiency in collaboration with team members
  • Support the creation and maintenance of standard operating procedures (SOPs) to streamline operations
  • Assist in evaluating and adopting new technologies to enhance overall organizational effectiveness

🏡 Want to Know More About the Client?

Our client is a global philanthropic network mobilizing funders to help end the HIV/AIDS pandemic and advance health, equity, and human rights. As a mission-driven membership organization, they connect foundations, corporate charities, and philanthropic-serving organizations to strengthen the impact of HIV-informed funding. Through engaging virtual and in-person events, they create space for collaboration, learning, and innovation—helping funders work smarter and more effectively. Their work is grounded in a bold commitment to marginalized communities, forward-thinking approaches to healthcare, and ensuring responsive, accountable governance. With a focus on informing, connecting, and supporting philanthropy, they serve as a vital catalyst in the global movement to build a world without AIDS.

Backed by a fast-moving, collaborative team that values trust, empathy, and excellence, this is where big ideas meet bold action—and where your career could meet its purpose. 🌟

Culture and Core Values:

At the heart of this organization is a laid-back yet fast-paced team that thrives on purpose, adaptability, and a shared commitment to equity and justice. You’ll be joining a high-trust, high-performing culture where collaboration, autonomy, and growth are part of the everyday rhythm.
Here’s what matters most to them:

• 🤝 Trust & Excellence – Building deep trust and delivering top-tier work—every time!
• 🎯 Clarity with Purpose – Sharp focus that cuts through the noise.
• 🔍 Proactive Precision – Always three steps ahead, catching what others miss.
• 💡 Emotional Intelligence Matters – Leading with empathy, calm, and confidence.
• ⚙️ Better Every Day – Streamlining, improving, and leveling up constantly.

This is more than a job—it’s a chance to help shape a healthier, more just world while working with people who are as passionate as you are. 💯

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:

• 🚀 Grow your skills with hands-on mentorship and team support.
• 🎓 Learn the ins and outs of supporting senior leaders in a mission-driven org.
• 💼 Take on bigger projects and responsibilities as you grow.
• 🤝 Join a high-trust team that values your autonomy and input.
• ⚡ Thrive in a fast-paced, adaptable, and mission-focused environment.
• 💡 Be part of a culture that champions clarity, precision, and continuous improvement.
• ❤️ Work alongside passionate people committed to equity, justice, and real-world impact.

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

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!

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;
  • 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
  • MS Outlook
  • MS Teams
  • Sharepoint
  • OneDrive
  • Salesforce
  • Monday.com
    
    
• Compensation
  • Fixed Rate $9,600 - $15,600/yr