Executive Assistant (RD)

WeAssist.io; San Diego (CA); Remote; USD 9,000 - 14,000; Full time

Job summary

A leading innovative agency is looking for a Full-time Executive Assistant to support a visionary entrepreneur. This remote position requires expertise in AI-driven efficiency, managing schedules, and operational tasks. The ideal candidate will thrive in a collaborative environment focused on growth and work-life balance. Attractive perks include a competitive salary and health benefits.

Benefits

13th Month Bonus

Permanent remote work

Health insurance

Dental insurance

Mental health insurance

Growth opportunity

Performance-based raises

Prizes and bonuses

Qualifications

• Strong experience with GPT, prompting, and large language models.
• Proven track record supporting founders or C-suite leaders.
• Skilled in managing multiple inboxes and competing priorities.

Responsibilities

• Manage inboxes and communications across multiple platforms.
• Schedule and confirm meetings while balancing commitments.
• Support daily operations across two companies efficiently.

Skills

AI Proficiency

Executive-Level EA Experience

Organizational Mastery

Tools

GPT

G-Suite

Job description

Hiring: Full-time Executive Assistant - Remote - $9,600 - $13,200/yr

About the Client

Marketing Meets Innovation – A full-service agency driving measurable growth for small and mid-sized businesses.

New Industry Expansion – Recently acquired a second company in the energy efficiency space.

Proven Leadership – $2B+ sales generated, Fortune-level executive background, and multiple startup exits.

Collaborative Team – Work closely with experienced leads and partners across two businesses.

Balanced Culture – Family-oriented, fair, and committed to recognition and long-term growth.

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 Assistant

• Operations & Systems Support
• Inbox & Communication Management
• Calendar & Meeting Management
• Task & Delegation Oversight
• Speaking Engagements & External Relations
• Project & Research Support
• Personal & Executive Support
• AI-Enhanced Efficiency

Qualifications

• Must-Haves:
  • AI Proficiency – Strong experience with GPT, prompting, and large language models; confident in leveraging AI for workflow efficiency
  • Executive-Level EA Experience – Proven track record supporting founders, CEOs, or other C-suite leaders in fast-paced, scaling environments.
  • Organizational Mastery – Skilled in managing multiple inboxes, calendars, task systems, and competing priorities without letting anything slip.
• Nice-to-haves:
  • Background in digital marketing, tech, or related industries.

Responsibilities Of The Executive Assistant

• Operations & Systems Support
  • Support daily operations across two companies (digital marketing + energy efficiency)
  • Introduce automation and AI tools to reduce repetitive manual tasks
  • Document and refine processes into repeatable systems for long-term efficiency.
• Inbox & Communication Management
  • Consolidate and manage three inboxes (business + personal)
  • Triage, filter, and prioritize high-volume emails — clearing out spam and subscription clutter
  • Create folders and ensure key communications never get missed
  • Draft and manage professional emails; gain autonomy to respond independently once trust is established
  • Provide daily communication summaries so the executive stays focused on priorities
  • Manage additional channels: text, WhatsApp, Slack, and CRM-integrated messaging
• Calendar & Meeting Management
  • Fully own the executive’s calendar, balancing business, personal, and travel commitments
  • Schedule, confirm, and reschedule meetings
  • Proactively block time for deep work, strategy, and preparation
  • Prepare meeting briefs with research, notes, and talking points (leveraging AI where useful)
  • Potentially assist with creating decks or client-facing presentation materials
  • Ensure personal events (family, travel, special occasions) are factored into scheduling
• Task & Delegation Oversight
  • Track and manage all executive to-dos, ensuring follow-through
  • Consolidate fragmented task systems (calendar, notebooks, notes) into one reliable workflow
  • Assign and delegate tasks to team members, ensuring clear communication of next steps
  • Follow up consistently with internal leads to keep projects moving
  • Hold accountability for deadlines, proactively flagging risks or delays
• Speaking Engagements & External Relations
  • Qualify speaking requests and meeting invitations (considering ROI, time, and travel)
  • Manage 4–6 monthly engagement requests and streamline approvals
  • Coordinate logistics for travel, events, or virtual appearances
  • Growth Responsibilities:
    • Research and identify new opportunities for networking or speaking
    • Build and maintain relationships with high-level contacts (CEOs, COOs, business leaders)
• Project & Research Support
  • Support the executive on strategic projects, ensuring deadlines and deliverables are met
  • Conduct ad hoc research (market, competitive, industry) to support decisions
  • Assist with proposal creation and presentation development
  • Monitor project pipelines and follow up with team members on action items
• Personal & Executive Support
  • Act as the executive’s “right hand” — anticipating needs and ensuring nothing slips
  • Manage personal scheduling, commitments, and travel logistics (flights, hotels, itineraries)
  • Help balance professional obligations with family, personal, and social life.
  • Provide reminders for key commitments (weddings, family events, travel).
• AI-Enhanced Efficiency
  • Leverage GPT and AI tools to summarize meetings, prep notes, and draft content
  • Build smart workflows for research, data gathering, and communication
  • Support in training the team on AI best practices where needed
  • Continuously find ways to improve productivity with AI-driven solutions

Want to Know More About the Client?

Our client is a visionary entrepreneur and co-founder of multiple fast-growing ventures, including a digital marketing agency and a newly acquired energy efficiency company. With over three decades of experience and billions in sales generated across industries, he’s built multiple startups while also mentoring and leading high-performing teams.

At the heart of his work is a balance between innovation, integrity, and people. He believes in staying ahead of the curve with cutting-edge tools, building systems that last, and fostering teams that thrive on fairness, loyalty, and growth.

Culture And Core Values

This team thrives on balance—serious about results but grounded in fairness, loyalty, and family values. Everyone is expected to be a proactive problem-solver who comes up with solutions, not just problems.

Here’s What Matters Most To Them

• Respect & Responsibility – Own your role, deliver on your word.
• Integrity & Trust – Handle sensitive work with care and confidentiality.
• Candid Communication – Clarity and openness at all times.
• Solution-Oriented – Don’t just flag issues—bring ideas and options.
• Family & Balance – Success should support, not replace, life outside of work.

What’s in it for you?

• AI Mastery – Grow your skills in GPT, prompting, and AI-driven efficiency.
• Room to Grow – Salary progression, recognition, and long-term career stability.
• Direct Impact – Partner closely with a seasoned entrepreneur shaping multiple industries.
• Performance-Based Rewards – Get recognized (and rewarded) for driving results.
• Balanced Culture – Work with a leader who values family, fairness, and enjoying life as much as business success.
• Supportive Team Environment – Small, collaborative team where your voice matters and your work is appreciated.
• Job Stability – The client has a history of long-tenured team members who’ve grown with him over the years.

Perks

• 13th Month Bonus
• 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; 8:00 AM – 5:00 PM / 9:00 AM – 6:00 MST
• Miscellaneous:
  • Attire - business casual when in meetings
  • Professional setup:
  • Clean background
  • Good camera
  • Good microphone
  • Strong wifi

Tech Stack:

• Nice-to-have:
  • GoHighLevel
  • Teamwork
  • Teamwork Chat
  • CRM
  • Project
• G-Suite

Compensation: Fixed Rate $9,600 - $13,200/yr