Executive Assistant (G.A) at WeAssist.io

Hiring: Full-Time Executive Assistant - Remote - $12k-$16.8k/yr

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 the Principal of a commercial real estate investment firm headquartered in the bustling streets of New York City—a place where ambition meets opportunity. With a knack for turning untapped potential into thriving properties, they specialize in shaping retail, industrial, and office spaces into vibrant hubs across the Northeast and mid-Atlantic. Their team isn’t just skilled; they’re a close-knit crew fueled by energy, innovation, and a shared mission to make an impact, lead by a Principal with over 18 years of real estate investment experience and involvement with over $1.5 billion of real estate transactions. Whether it’s redeveloping a property or managing multimillion-dollar assets, their team turns challenges into opportunities.

Ready to grow with a team that’s redefining what’s possible? Your next chapter starts here! 🌟

Culture and Core Values:

Our client’s team culture is where high expectations meet high energy—a place where leaders are approachable, mentorship is part of the package, and success is always a team effort. It’s a fast-paced, supportive environment that values fairness and fun while pushing everyone to achieve their best.

Here’s what matters most to them:

✅ Bring Your Best Every Day: Excellence isn’t the goal—it’s the baseline. Bring your A-game and watch your work shine!
✅ Integrity in Every Step: Honesty and fairness aren’t just words; they’re in every action, big or small.
✅ Create Community, Spark Change: Believe in making a positive impact not just in business, but in people’s lives.
✅ Learning Never Stops: Growth is endless, and they’re here to support you as you level up.
✅ Together, We’re Unstoppable: When one of us wins, we all win—and that’s the spirit that powers our success!

Come join a team where values aren't just words—they're how we get things done, together! 💯

Why are they hiring? 🏢

Our client is looking to bring in an Executive Assistant who’s a master at turning chaos into clarity! With a growing list of to-dos and a never-ending stream of projects, they need someone who can take the operational weight off their shoulders and keep things running like a well-oiled machine. This role is all about organizing, prioritizing, and making sure nothing slips through the cracks—giving the client more time to focus on what truly matters.

If you’re ready to be the backbone of a thriving business, this is your chance 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:

💰 Bonuses up for grabs—your hard work pays off in more ways than one!
📈 Performance-based increases—the better you do, the better your rewards!
🎯 Growth opportunities—level up your skills and career in a supportive, fast-paced environment.
🤝 Collaborative culture—work alongside a team that values teamwork and shared success.
💡 Learning from the best—mentorship from approachable leaders who are committed to your growth.
🚀 Impactful work—help shape a company that’s building communities, not just properties.
🌱 Growth mindset—constantly evolving and improving, both as a company and as individuals.

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:

Communication & Coordination:
- Email Management:
  - Organize, prioritize, and manage incoming emails, ensuring timely responses and addressing any missed communications
  - Initially draft email responses for the client's review, and eventually manage emails independently
- Client Follow-Ups:
  - Follow up with clients for missing documentation, ensuring all required materials are collected promptly
  - Respond to client emails in a timely manner
Task & Project Management:
- Task & To-Do Organization:
  - Develop and implement a system for the client to offload tasks and priorities efficiently
  - Distill, prioritize, and manage tasks, ensuring the client’s workload is organized and tasks are addressed promptly
  - Stay on top of daily to-dos, maintaining an organized schedule for the client
- Project Management Support:
  - Support with lower-level tasks in project management, including updating project statuses, adding to-dos, and delegating tasks to team members
  - Ensure projects stay on track and that all necessary actions are taken
Calendar & Meeting Support
- Calendar Management:
  - Schedule, update, and maintain the client's calendar, ensuring all meetings, appointments, and deadlines are tracked
  - Coordinate with internal and external stakeholders to ensure smooth scheduling
- Meeting Preparation:
  - Prepare meeting agendas, briefs, and all necessary documents in advance
  - Assist in preparing presentations as needed
  - Conduct light research on meeting attendees to provide relevant context for discussions
File & Documentation Organization:
- File Organization:
  - Organize and manage the client's Dropbox files, ensuring that documents are stored logically and easily accessible.
  - Upload received files to Dropbox and maintain an up-to-date system
  - Retrieve and send requested documents quickly and efficiently, ensuring they are easy to locate at any given time
Administrative & Ad-Hoc Support
- Internal Notes & Updates:
  - Take and organize notes during internal meetings
  - Regularly update project management software to keep project records current
  - Maintain flow of information and create client contact cards
- Admin & Ad-Hoc Tasks:
  - Assist with miscellaneous administrative tasks as needed, both personal and professional
- Bookkeeping Support (nice-to-have)
  - Assist with personal bookkeeping tasks, such as managing subscriptions and identifying unnecessary payments to cancel

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, EST 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:
  - MS Outlook
  - Dropbox
- Nice-to-have:
  - MS Excel
  - Google Sheets
  - Project Management Software
  - CRM Software
  - AI/ChatGPT

Compensation
- $12k-$16.8k/yr