Executive Sales Assistant (For Pooling)

Job Description

Hiring: Executive Sales Assistant - Remote - $10,800 - $14,400/yr About Us , WeAssist, the hiring team 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 Sales Assistant Client Communication \& Follow-Ups Calendar \& Scheduling Management Email Management Task Management \& Execution Pipeline Management Outreach \& Lead Nurturing Affiliate \& Partner Coordination Client Onboarding Reporting \& Sales Support Administrative \& Project Support Executive \& Personal Assistance Why Are We Hiring an Executive Sales Assistant? Our CEO, Reef Colman, is on a mission to reshape the future of remote work and create life-changing opportunities for talented professionals around the world. As WeAssist continues to scale, Reef needs an Executive Sales Assistant who can act as his strategic right hand—managing high-level client relationships, staying ahead of follow-ups, and making sure every conversation leads to impact. This role is about being the connector behind the scenes, ensuring nothing falls through the cracks while keeping the momentum strong. If you thrive on connection, clarity, and keeping high-stakes operations running smoothly—this is your moment to shine! Responsibilities of the Executive Sales Assistant: Client Communication \& Follow-Ups Manage all follow-up communications with clients via email, iMessage (iPhone), WhatsApp, CRM, and Google Messages Proactively respond to client inquiries and maintain timely communication loops Create and manage WhatsApp group chats for streamlined communication Send warm introductions, schedule calls, and follow up on cold or inactive leads Calendar \& Scheduling Management Own and maintain the CEO’s full calendar, coordinating with clients, internal team members, and partners Schedule all external and internal meetings, ensuring clarity around time zones and objectives Collaborate with the Operations \& Communications Coordinator to manage overlapping requests, avoid conflicts, and protect critical time blocks Proactively identify potential scheduling conflicts and offer solutions Email Management Manage both Reef’s personal and WeAssist inboxes, triaging emails for urgency and priority Draft, send, and follow up on important emails to clients, prospects, and partners Organize and flag items for Reef’s attention Task Management \& Execution Extract and organize action items from sales calls, client meetings, and internal team meetings Collaborate in managing a shared Notion board to track to-do’s, goals, milestones, and project timelines Follow up on incomplete tasks and hold Reef accountable to commitments Pipeline Management Enter and maintain contact records, deals, and lead source details (referrals, ads, events, organic contacts) Update lead and deal stages in real time based on activity Log meeting notes and communication history consistently Outreach \& Lead Nurturing Send follow-up messages to leads Reef meets at events (group chats, call scheduling, etc.) Follow up with non-responsive or “not yet ready” contacts and set future check-ins Respond to inbound messages from LinkedIn, Instagram, Google Messages, and WhatsApp Support Reef in relationship-building and lead engagement initiatives Affiliate \& Partner Coordination Serve as point of contact for affiliate partners providing client leads Coordinate communications via iMessage and email Client Onboarding After deal closure, send thank-you messages and next-step instructions Draft and send client contracts, personalized based on agreed payment terms Create Slack channels and add both client and internal team members Schedule Kick-Off calls and prepare internal kickoff documentation for the recruitment team Reporting \& Sales Support Maintain and update five key sales trackers Prepare monthly sales performance recaps and summaries Attend weekly sales meetings and provide status updates and follow-ups Administrative \& Project Support Assist with the creation and refinement of sales contracts, pitch decks, and client materials Coordinate and send gifts or incentives to clients (e.g., books, meals, merch like WA hats) Book speaking engagements, podcast appearances, and networking events for Reef Conduct research on prospective clients and prepare one-pagers for internal briefings Refine and update standard operating procedures (SOPs) as processes evolve Provide ad-hoc support on operational projects and process optimization as needed Executive \& Personal Assistance Book travel arrangements including flights, accommodations, and logistics Manage personal admin tasks to support Reef’s productivity and focus Assist with document retrieval, organization, and submission Assist with ad-hoc needs including scheduling home services (e.g., cleaner, car wash) or ordering supplies Ensure seamless support across business and personal needs Company Culture and Core Values: At WeAssist, we move fast, think big, and create lasting impact. We’re more than just a recruiting firm—we’re a tight-knit community that values integrity, accountability, and growth, ensuring every professional and client finds the right fit, not just any fit. Here, you’ll thrive in an inclusive, high-performance culture that challenges you to be 1% better every day while making a real difference in the world. Our core values include: Integrity – Do the Right Thing, Always Expectation – Set the Target Early Reiteration – Say It Back, Get It Right Major Ownership – Being 1% Better Every Time Radical Transparency – Keep It Real Proactive Effort – Stay Ahead of the Game Communication – Listen First, Speak with Clarity We Talk About Projects, Not People – No Gossip Zone Be Curious – Ask, Learn, Level Up Emotional Regulation – Keep Cool Under Pressure A-Player Mentality – Results Over Excuses One More Mindset – Because It Matters to Someone Join a team that values growth, action, and real impact—where what you do truly matters! What’s in it for you? Joining us means not just filling a role but embarking on a personal development journey. The growth potential is substantial, with opportunities to: Earn while you assist – Get commissions for every closed role you help bring in! Mic drop moment – Land Reef a podcast guest spot? That’s commission in your pocket! Client champion – Get rewarded when new clients officially start with WeAssist! Endless Growth Opportunities – Your role evolves with you—take on more responsibility and leadership as you grow! Great Starting Salary – Competitive compensation to reward your contributions. 13th Month Bonus – Because we appreciate your hard work and dedication. Wild, right? 🤯 Performance-Based Raises, Bonuses \& Prizes – Your growth directly impacts your compensation! Hit your KPIs and enjoy rewards that reflect your success! Health, Dental, and Mental Health Insurance – Comprehensive coverage to take care of you inside and out. Proactive, Collaborative, Supportive, and Forward-Thinking Environment – Work on innovative projects that push boundaries alongside passionate leaders who value your input! Permanent Remote Set-Up – Your office is wherever you want it—whether that's your couch, bed, or hammock! This opportunity is ideal for someone ready to spread their wings, thrive in a dynamic environment, and make a meaningful impact on our journey to success! Specifics: Time Full Time, 10 am-6 pm PST Be available during business hours to communicate responsively with your direct supervisor and teammates 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 Must-Have Skills (Baseline Requirement): Familiarity with AI tools and knowing what to use for which use-case ChatGPT – for comms, decision-trees, and creative problem solving Claude – for logic-heavy tasks like coding or math Gemini – for media and video content use-cases Perplexity – for intelligent research and contextual understanding Prompt Engineering – ability to craft prompts for efficiency and relevance Platform Savvy – knowing when to use a CRM vs. an automation tool vs. a communication platform Highly Preferred (The Dream Candidate Has These!): AI Engineering or experience building sales/marketing workflows with AI Experience with API or Webhook integrations JSON coding experience or comfort working with low-code/no-code platforms Project management and process-building know-how Resource allocation and operations understanding CRM automations (especially GoHighLevel!) Preferred Tools \& Platforms: GoHighLevel (GHL) – huge plus if you're certified or trained N8N, Make.com, Zapier – for building workflows and automations Appify, Loveable, Cursor, Windsurf – low-code platforms for custom tools GitHub – for version control or team collaboration Slack – for internal comms ClickUp – for project/task management iPhone (for iMessage syncing) – highly preferred (We can provide one if needed!) HubSpot – CRM experience a bonus Compensation $10,800 - $14,400/yr