Executive Assistant - LGS

About the Client

The client is an influencer marketing company that supports health and wellness creators through purposeful brand partnerships. They coordinate collaborations, manage contracts and invoicing, and nurture strong long-term relationships across multiple platforms.

Their operations are growing rapidly, supported by a highly organized workflow that depends on accuracy, system thinking, and attention to detail. The team is kind, grounded, and people-centered, fostering a positive work environment built on trust, communication, and appreciation.

About WeAssist

WeAssist was founded by Reef Colman with the mission of empowering individuals and creating meaningful opportunities that support families. We move with urgency and intention, prioritizing long-term fit, growth, and stability.

With more than 100 outsourced professionals and expanding, WeAssist connects top global talent with thriving U.S. businesses. Beyond business, WeAssist actively gives back through initiatives such as building schools and feeding the homeless. We foster an inclusive, growth-oriented culture where individuals feel valued and supported.

Key Responsibilities of the Executive Assistant:

Contract & Data Management

• Review incoming contracts for accuracy and completeness
• Upload finalized contracts to SignNow and prepare templates as needed
• Track contract status (sent → signed → executed) to ensure timely processing
• Follow up with brands if contracts remain unsigned after five days
• Accurately record contract details such as deliverables, platforms, rates, codes, and payment terms
• Conduct monthly audits to identify upcoming renewals and send renewal outreach

Tracker Ownership & Data Accuracy

• Maintain daily updates across main client trackers
• Extract and enter key details from emails, messages, and contracts
• Flag missing information promptly
• Use color-coded systems to signal action items and pending information
• Conduct twice-weekly audits to maintain accuracy and organization

Communication & Brand Coordination

• Manage and respond to routine emails and brand inquiries
• Send SOP-based communications for new deals and collect missing details
• Coordinate product shipments and restocks
• Document essential communication updates and relay them to leadership
• Collect product feedback from clients and update internal records
• Assist with brand outreach tasks

Calendar & Deliverables Management

• Enter all deadlines, promo dates, milestones, and reminders in Google Calendar
• Color-code deliverables for visibility and clarity
• Duplicate recurring events for ongoing partnerships
• Track expiring contracts and set reminders
• Conduct monthly calendar audits to ensure alignment with trackers

Client & Creator Support

• Coordinate product shipments for content creation
• Track and manage restock requests
• Gather promo details and ensure proper documentation
• Update creator follower counts at the beginning of each month
• Provide updates to clients when essential details are missing

Billing & Invoicing

• Prepare and send monthly invoices for active contracts
• Create and maintain customized invoice templates
• Gather commission details for approximately 200 deals per month with accuracy
• Include required documents (e.g., W-9, banking details) for first-time invoices
• Track payments, identify overdue invoices, and follow up as needed

File, Asset & Systems Management

• Store and organize contracts, briefs, confirmations, and communication assets
• Maintain an updated brand rolodex with contacts, links, and categories
• Support updates to SOPs, templates, and internal systems

Special Projects

• Assist with events, fundraisers, and seasonal initiatives
• Contribute to workflow improvements and operational optimization

Why They Are Hiring

The client is hiring two Executive Assistants to support their fast-growing influencer management operations. Due to increasing volume across contracts, deliverables, brand deals, and communication, the team requires additional structure and support. You will share responsibilities with the current EA and take ownership of critical operations, including trackers, contracts, invoicing, and daily coordination.

This role is ideal for someone who thrives in detail-heavy work, loves organization, and finds satisfaction in maintaining precision and structure.

Qualifications:

Must-Haves

• Exceptional attention to detail
• Outstanding written English and professional communication skills
• Customer service, virtual assistant, or executive assistant experience
• Strong comfort with repetitive, detail-oriented work
• High-level proficiency in Google Sheets (data entry, validation, sorting, and managing large spreadsheets)

Company Culture and Core Values

The team operates with warmth, integrity, and a belief that meaningful work is rooted in kindness and collaboration. They value individuals who demonstrate positivity, responsibility, and a commitment to personal and professional growth.

Core values include:

• Authenticity – Honesty, transparency, and reliability
• Collaboration – Team success through mutual support
• Trust & Integrity – Strong moral grounding and reliability
• Innovation – Continuous improvement and creative problem-solving
• Growth – Curiosity, learning, and development

What’s in It for You

• Permanent remote work environment
• Long-term, stable role with opportunities for growth
• Performance bonuses based on accuracy and consistency
• Supportive, people-centered leadership
• Skill development in influencer operations and brand partnership systems
• Clear advancement pathways as the company scales
• High-energy, positive team culture
• Balanced work environment with structure and trust
• Ownership over meaningful, impactful operational work
• Open communication and idea-sharing

Perks

• 13th-month bonus
• Permanent work-from-home setup
• Health, dental, and mental health insurance
• Competitive starting salary
• Opportunities for growth and performance-based raises
• Additional prizes and bonuses

Schedule:

Full-time; 6:30 AM – 3:30 PM PST

Remote; work from anywhere

Professional Requirements:

• Business casual attire during meetings
• Clean, professional background
• High-quality camera and microphone
• Reliable, high-speed internet

Tech Stack:

Required:

• Google Suite (Google Sheets, Docs, Calendar)

Nice to Have:

• Microsoft Outlook
• SignNow
• Advanced Google Sheets/Excel formulas
• CRM experience

Compensation:

Fixed rate of $9,600 – $13,200 per year