Executive Assistant (J.L) at WeAssist.io

Hiring: Full-time Executive Assistant - Remote - $16,800 to $20,400/yr

🚀 About the Client 🚀

🏢 Niche - They are a Corporate law firm with offices in New York, New Jersey, Philadelphia, Kansas City, Washington D.C., and Texas.
🧑‍⚖️ Experts in Legal Services – Founded to serve select clientele in the small and middle markets with exceptional legal representation and hands-on attention.
🤍 Client-focused approach - Emphasizing listening and anticipating client needs to the highest level, at all times
🎯 A-Player Mentality – They only tolerate and inspire, excellence. A cultivated culture of high-performing A-Players

🌟 About WeAssist 💡

🔹 Not your typical staffing firm—we connect skilled remote talent with top US businesses
🔹 Founded by Reef Colman five years ago, WeAssist has grown into a 100+ strong team
🔹 We care about people! Competitive benefits, career growth, and community involvement
🔹 We give back—supporting education, homelessness, and social impact initiatives
🔹 Join us and be part of a company that values you and your success!

⚒️ Key Responsibilities of the Executive Assistant 📝
➡️ Calendar Management
➡️ Email Management
➡️ Travel & Logistics Coordination
➡️ Reporting, Handover & Executive Support

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 looking for a highly capable Executive Assistant to take full ownership of a fast-paced schedule and high-volume inbox. With thousands of emails coming in each week and a packed calendar that drives firm growth, they need someone dependable, detail-oriented, and proactive. This role isn’t just support—it’s a strategic partnership, giving leadership the space to chase bigger deals while you master the behind-the-scenes operations.

If you're the kind of person who sees chaos as a challenge and organization as an art form, then this seat at the table is calling your name. 🚀

✅ Qualifications

• 🧠 Independent – Proven ability to work independently with minimal supervision, especially during off-hours.
• 💯Trustworthy – Unquestionable integrity and trustworthiness, given the high level of access and autonomy required.
• 💼 Fully committed – Not engaged in any part-time, freelance, or side work.
• 🤝 Professional & responsive – Communicates clearly, follows through promptly, and shows strong reliability (even during the hiring process).
• 🚀 Proactive & organized – Anticipates needs, stays on top of tasks, and manages reminders without being told.
• 🌱 Growth-driven – Open-minded, eager to learn, and motivated by a clear internal “why.”
• 🔥 A true A-Player – Plug-and-play, competent, and willing to go above and beyond without needing hand-holding.

Responsibilities of the Executive Assistant:

Your responsibilities include:

• 📅 Calendar Management
  • Proactively manage and coordinate a high-volume executive calendar using Outlook
  • Schedule and organize Zoom calls and in-person meetings with internal teams, clients, and external stakeholders
  • Maintain a high level of awareness around conflicting appointments and proactively resolve scheduling issues, including during off-hours
  • Prioritize bookings effectively by quickly learning which meetings are essential and which can be rescheduled
  • Ensure there is adequate buffer time between meetings for preparation, travel, and breaks
  • Set up and manage reminders for deadlines, meetings, and other key events to keep the executive on track

• 📧 Email Management
  • Manage a high-volume inbox (2,000–3,000 emails/week) by filtering, labeling, and prioritizing messages to ensure an organized and responsive communication flow
  • Draft emails on the executive’s behalf, with the long-term goal of independently handling correspondence once trust is established
  • Sort and prepare email responses, forward relevant messages to internal team members and clients, and follow through on outstanding items
  • Schedule meetings and resolve calendar conflicts directly from email communications

• ✈️ Travel & Logistics Coordination
  • Coordinate comprehensive travel arrangements, including flights, hotels, ground transportation, and reservations, particularly for evening, early morning, or last-minute trips
  • Liaise with the executive’s personal driver to ensure smooth ground transportation
  • Book accommodations aligned with the executive’s preferences and maintain awareness of preferred vendors and loyalty programs
  • Prepare detailed itineraries that account for travel time, meetings, and contingencies
  • Proactively manage travel changes, cancellations, and rebookings, thinking several steps ahead to avoid disruptions

• 📊 Reporting, Handover & Executive Support
  • Maintain a clear and consistent daily handover process with the in-person EA, ensuring seamless continuity using Microsoft Teams and Zoom (or alternative platforms)
  • Create and deliver weekly/monthly reports summarizing how the executive's time is spent across various categories (e.g., business development, client meetings, internal operations)
  • Provide end-of-day summaries that include important email follow-ups, urgent action items, and outstanding tasks, especially from clients and referrals
  • Send timely reminders for priority items and ensure urgent matters are escalated appropriately

• AI Awareness
  • Leverage AI tools to support workflow efficiency—generating summaries, to-do lists, and automating routine processes
    
    

🏡 Want to Know More About the Client?
Our Client is a dynamic, fast-growing corporate law firm with offices nationwide. This is an opportunity to immerse yourself in an environment where high performance, empathy, and open-minded collaboration fuel collective success. Here, you’ll have the chance to shape strategic direction, make a lasting impact, and chart your own professional growth as you serve clients with a hands-on, client-first approach. We maintain high expectations balanced by high rewards, offering true earned respect and boundless opportunities for those who thrive under pressure. If you’re eager to be part of a winning team committed to excellence and innovation, the sky is truly the limit ✨

Company Culture and Core Values:
Our client believes in working hard, bringing high energy, and getting the job done—no excuses. They thrive on growth and intentionality where top-notch service comes first, but that doesn’t mean they don’t enjoy the ride. They want to work with other like-minded winners who focus on the results

Here’s what matters most to them:

• ✅ High Intentionality – Putting in your everything, every time. Lead with your actions not your words
• ✅ Results-Driven – Going above and beyond, taking full ownership. You either give results, or excuses.
• ✅ Professionalism – Showing up as an A-Player in all of your actions even when you don’t feel 100%. Especially when dealing with Clients
• ✅ Relationship-Focused – Hallmark of everything we think and do

If you’re ready to be part of a fast-paced team that values hard work and good vibes, this is the place for you! 🚀


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:

• 🚀 Join a fast-growing firm where momentum and opportunity are the norm.
• 🛤️ Shape the strategic direction and leave a lasting impact from day one.
• 🌱 Chart your personal and professional growth as you rise with the company.
• 🎯 Work with purpose and play a key role in driving meaningful results.
• 🏆 High expectations, high reward — your performance earns true respect.
• 📈 Long-term potential for those who show up, step up, and deliver.
• 🧠 Level up alongside like-minded A-Players who lead with action, not just words.
• 💪 Thrive under pressure in a high-performance environment that values grit and excellence.
• ✨ No ceiling on success — the sky’s the limit if you’re ready to earn it.
• 🤝 Be part of a relationship-driven team where collaboration, trust, and impact matter.

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!

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; Monday-Friday 6pm to 8am EST Timezone (PH: Sunday to Thursday, 8 hours between 6:00 AM and 8:00 PM MNL time)
    • 🔁 Handover Coverage: You will pick up where the current EA leaves off — they work 9:00 AM – 6:00 PM EST.
    • ⚖️ Flexibility Preferred: Ideal candidates are open to a split-shift setup to ensure coverage during off-hours and early mornings.

  • 🧪 Sample Shift Options:

• ⏰ Split Shift: 6:00 PM – 11:00 PM & 6:00 AM – 9:00 AM EST
    (MNL: 6:00 AM – 11:00 AM & 6:00 PM – 9:00 PM)
  ⏰ Full Shift (Evening): 6:00 PM – 2:00 AM EST
    (MNL: 6:00 AM – 2:00 PM)
  ⏰ Full Shift (Early Morning): 1:00 AM – 9:00 AM EST
    (MNL: 1:00 PM – 9:00 PM)

• 📝 Final shift will be discussed based on candidate preference and team coverage needs.
• 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
  • Outlook (Email/Calendar)
  • Zoom/Zoom Phone
  • Teams
  • Dropbox
  • Hubspot
  • OneDrive
    
    
• Compensation
  • Fixed Rate: $16,800 to $20,400/yr