Executive Sales Assistant - IH

WeAssist.io; Philippines; On-site; PHP 632,318 - 843,091; Full time

Job summary

A remote services company is seeking an Executive Sales Assistant to manage client communications, scheduling, and administrative tasks for the CEO. Ideal candidates will demonstrate proficiency in modern AI tools and possess a self-starting approach. Key responsibilities include calendar and email management, task execution, and client onboarding. This position offers a salary range of $10,800 - $14,400 annually, emphasizing a culture of ownership and emotional intelligence.

Qualifications

• Solid understanding of modern AI tools and familiarity with prompt engineering.
• Positive, self-starting mindset with a bias toward action and ownership.
• Comfortable navigating ambiguity, learning on the fly, and solving problems independently.

Responsibilities

• Manage follow-up communications with clients via various platforms.
• Own and maintain the CEO's calendar, scheduling necessary meetings.
• Manage emails, triaging and drafting responses.
• Extract and organize action items from various meetings.
• Enter and maintain contact records and lead stages.
• Send follow-up messages to leads encountered at events.
• Serve as the point of contact for affiliate partners.
• Draft contracts and set up client onboarding processes.
• Maintain key sales trackers and prepare performance summaries.
• Assist with the creation of sales materials and client presentations.
• Manage travel arrangements and personal administrative tasks.

Skills

AI Awareness & Proficiency

Can-Do Attitude

Figure-It-Out Mentality

Core Values Alignment

Job description

Overview

Hiring: Full-time - 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. WeMove 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

• Client Communication & Follow-Ups
  • Manage all follow-up communications with clients via email, iMessage, 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 external and internal meetings, ensuring clarity around time zones and objectives
  • Collaborate to manage overlapping requests, avoid conflicts, and protect critical time blocks
  • Proactively identify potential scheduling conflicts and offer solutions
• Email Management
  • Manage 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 timelines
  • Follow up on incomplete tasks and hold Reef accountable to commitments
• Pipeline Management
  • Enter and maintain contact records, deals, and lead source details
  • 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
  • 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
  • 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 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 or ordering supplies
  • Ensure seamless support across business and personal needs

Qualifications

• AI Awareness & Proficiency – Solid understanding of modern AI tools and familiarity with prompt engineering
• Can-Do Attitude – Positive, self-starting mindset with a bias toward action and ownership
• Figure-It-Out Mentality – Comfortable navigating ambiguity, learning on the fly, and solving problems independently
• Core Values Alignment – Strong personal integrity and a clear fit with WeAssist’s values around communication, ownership, emotional regulation, and excellence

Additional Information

Review this Doc first and learn how to prepare for the recruiting process (link removed for privacy).

Compensation

• $10,800 - $14,400/yr