Executive Travel & Personal Assistant at WeAssist.io

Hiring: Full-Time Executive Travel & Personal Assistant - Remote - $9,600 - $14,400/yr

🚀 About the Client 🚀

🏛️ A well-established corporate law firm with offices spanning New York, New Jersey, Philadelphia, Kansas City, Washington D.C., and Texas.

⚖️ A broad, multidisciplinary practice covering M&A, securities offerings, litigation, regulatory investigations (including FINRA and SEC matters), real estate, and more.

🤝 Trusted by entrepreneurs and business leaders serving as personal adviser to corporate executives, boards, and board committees.

🌎 Represents domestic and international clients in complex corporate, securities, and commercial transactions, including private equity and venture capital matters.

🎯 Built on hands-on, client-focused service founded to give small and middle-market clients the kind of exceptional attention typically reserved for much larger firms.

💼 A firm where relationships and results go hand in hand supporting the Managing Partner directly in a role built on trust, precision, and impact.

🌟 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 Travel & Personal Assistant

✈️ End-to-End Travel Management

📋 Itinerary Documentation & Communication

🏨 Hotel & Ground Transportation Coordination

🔄 Adaptive Problem-Solving

🏡 Personal Assistant & Second Home Support

🗂️ Overflow Executive Assistant Support

Additional Information:

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How to Prepare for the Recruiting Process -

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📢 Why Are They Hiring an Executive Travel & Personal Assistant? 🏢

Our client is hiring an Executive Travel & Personal Assistant to take full ownership of end-to-end travel management for the firm's Managing Partner. The current EAs are performing well, but travel coordination has grown increasingly complex, and the team needs a dedicated specialist who can anticipate needs several steps ahead, refine an existing travel playbook, and make quick decisions when plans change without notice. Beyond travel, this person will also serve as overflow support for the broader executive assistant team during lighter stretches, helping with calendar management, inbox support, and ad hoc projects.

If you're a proactive, detail-obsessed travel professional who thrives on solving problems before they happen and loves the challenge of keeping a demanding executive's life running seamlessly—this role could be a great fit for you. ✨

✅ Qualifications:

Must-Haves:

• 🗣️ Stellar English & Communication– Clear, polished communication is a must, both in writing and over the phone.
• ✈️ End-to-End Travel Expertise– Proven experience managing highly complex, ever-changing travel logistics down to the smallest detail.
• 🔮 Proactive Anticipation– A track record of foreseeing problems (closed pools, early flights, last-minute changes) before they arise.
• 🎩 Executive Assistant Background– Experience supporting a high-level, fast-paced executive with demanding travel needs.
• 🔍 Extreme Attention to Detail– Nothing slips through the cracks, from confirmation numbers to hotel amenity hours.
• 🧩 Resourceful, Figure-It-Out Attitude– Comfortable handling curveballs independently and confidently.

Nice-to-Haves:

• 📂 Dropbox & Net Docs Familiarity– Experience with cloud document storage and management systems is a plus.
• 🤖 AI Tool Fluency– Comfortable using tools like Claude or ChatGPT to clean up and proofread written work.

Responsibilities of the Executive Travel & Personal Assistant:

✈️ End-to-End Travel Management

• Manage all logistics for frequent domestic travel, often as much as 5 out of every 6 weeks
• Coordinate travel for family members or other firm colleagues attending the same events
• Inherit and continuously refine an existing travel playbook of preferences, past itineraries, and go-to restaurants
• Plan proactively, looking 6+ weeks ahead for conferences and major trips rather than relying on calendar blocks alone
• Ask the right questions upfront—arrival and departure timing, point of origin, and what happens after the trip ends

📋 Itinerary Documentation & Communication

• Monitor preferred airline apps daily and conduct a weekly travel coordination call with the Managing Partner's wife to align independently booked travel and avoid scheduling conflicts
• Build highly detailed, clearly formatted itineraries in shared documents so any team member can step in during an emergency
• Hold short, dedicated calls to review upcoming trips instead of relying on text threads
• Document every confirmation number, contact, and instruction—never just a screenshot

🏨 Hotel & Ground Transportation Coordination

• Select hotels based on proximity to meetings or airports and verify amenities are actually available when needed
• Arrange the right ground transportation—rental car, driver, or Uber—based on the specifics of each trip
• Confirm rental car reservations directly with the company shortly before landing
• Anticipate scheduling conflicts, like early flights paired with distant hotels, and adjust before they become a problem

🍽️ Dining & Grocery Coordination

• Coordinate restaurant reservations and grocery deliveries based on dietary preferences and training needs
• Confirm delivery logistics in advance, including room delivery, refrigeration, and non-perishable options
  

🔄 Adaptive Problem-Solving

• Handle last-minute schedule changes—delayed flights, extended stays—by proactively adjusting hotels, cars, and meetings
• Take initiative to see the next logical steps without needing explicit direction

🏡 Personal Assistant & Second Home Support

• Coordinate seasonal transitions, cleaning services, and maintenance for a frequently visited second home
• Keep the home stocked with groceries and business supplies
• Arrange private chefs for at-home dinners as needed

🗂️ Overflow Executive Assistant Support

• Manage calendar conflicts and cross-reference digital and physical calendars to ensure nothing is missed
• Monitor inbox and shared email for booking confirmations; draft responses and clear non-essential items
• Save confirmed bookings and documents to shared storage systems
• Support the broader EA team with research, data entry, document summarization, and reporting—using AI tools to polish and proofread work

🏡 Want to Know More About the Client?

Our client is a corporate law firm with offices across New York, New Jersey, Philadelphia, Kansas City, Washington D.C., and Texas. Founded to bring exceptional legal representation and hands-on attention to small and middle-market clients, the firm has built a broad, multidisciplinary practice spanning litigation and dispute resolution, regulatory investigations (including FINRA and SEC matters), mergers and acquisitions, securities offerings, private and public financings, bankruptcy transactions, real estate, and a wide range of commercial matters.

The firm represents domestic and international clients—including private equity funds, venture capital firms, and private investment funds—and counsels corporate boards and board committees on some of their most significant transactions. Beyond the boardroom, the firm's Managing Partner also serves as a personal adviser to entrepreneurs and business leaders, which means this role sits at the center of a fast-moving, high-trust operation where precision and discretion matter just as much as speed. 🌟

Culture and Core Values:

This is a high-performing, fast-paced team built around A-players who take ownership and act with intention. Professionalism and results go hand-in-hand with genuine care for the people they work with.

• 🎯 High Intentionality– Every action is deliberate, thoughtful, and purpose-driven.
• 🤝 Relationship-Focused– Strong relationships are the hallmark of everything this team thinks and does.
• 📈 Results-Driven– Performance and follow-through are non-negotiable.
• 🎩 Professionalism– Polish and reliability are the baseline, not the exception.
• 🌱 Growth & Open Mindset– A team that's always leveling up and never closed off to new ideas.

Together, this team moves fast, leads with empathy, and shows up every day ready to win. 💯

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:

• 📈 High-Growth Environment– Join an organization in high-growth mode with real, lasting impact.
• 🎯 Strategic Influence– Help shape how executive travel and support operate, not just execute someone else's playbook.
• 🚀 Long-Term Runway– This is a long-term opportunity for the right person, with plenty of room to grow.
• 🤝 High-Trust Team– Work alongside two experienced EAs in a collaborative, no-drama support structure.
• 🌎 Remote Flexibility– Do meaningful, high-impact work from wherever you are.
• 💪 High Expectations, High Reward– Earn real respect and recognition in a culture that celebrates A-players.
• 🧠 Constant Variety– No two days look the same, from travel logistics to hotel curveballs to overflow EA projects.

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

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; 10:00 AM to 7:00 PM or 11:00 AM to 8:00 PM EDT (hours may shift with daylight savings and business 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

• Clean background
• Good camera
• Good microphone
• Strong wifi

Tech Stack

• 💻 Microsoft Outlook
• 👥 Microsoft Teams
• 📱 Apple iMessage/WhatsApp
• ✈️ Airline Apps
• 📂 Dropbox (Nice-to-Have)
• 📄 Net Docs (Nice-to-Have)
• 🤖 AI Tools (Claude/ChatGPT) (Nice-to-Have)

Compensation

• Fixed Rate $9,600 - $14,400/yr