Jobs at WeAssist.io

Provides executive and administrative support for a founder by managing calendars, inboxes, meetings, renewals, member check-ins, travel, CRM records, action items, onboarding, and SOPs. The role coordinates recurring virtual and in-person events, tracks attendance and follow-ups, organizes member feedback, cleans CRM data, and builds repeatable outreach and operational systems. It requires strong communication, attention to detail, proactive problem-solving, and experience supporting C-level executives.

Provides executive, sales, and back-office support through client outreach, inbox and calendar management, CRM and pipeline updates, onboarding coordination, task follow-through, reporting, team communication, travel booking, and administrative assistance. The role requires strong communication, self-direction, ownership, and practical expertise creating AI agents, automations, and workflows using tools such as ChatGPT, Claude, CRM platforms, and no-code integrations.

Provide dedicated end-to-end travel management for the firm's Managing Partner, build and maintain detailed itineraries, coordinate hotels/ground transport/dining, support second-home logistics, handle last-minute changes, and serve as overflow executive assistant for calendar, inbox, and ad hoc tasks. Maintain shared documentation and use cloud storage and AI tools to polish deliverables.

Architect and deliver complex HubSpot solutions: lead data migrations, design integrations and automation, build reports/dashboards, advise clients, and own implementations from strategy through delivery.

The Legal Billing Specialist manages billing and invoicing processes, supports accounts receivable and payable, and ensures compliance with client billing requirements in a fast-paced law firm.

Remote full-time Accounts Receivable Specialist responsible for high-volume lockbox data entry and payment processing (75–300 items/day), document management, discrepancy escalation, audits, and process improvement. Requires close collaboration with senior team members and accurate logging of financial data into Google Sheets while using CashPro and Google Drive.

Manage end-to-end legal billing operations including high-volume insurance defense and corporate billing, prepare and submit accurate invoices, support AR and AP processes, track billing performance, resolve billing issues, and maintain billing/matter setups and reporting using Excel and e-billing platforms.

Own and execute high-volume legal billing workflows: prepare and submit pre-bills, ensure client-specific compliance, manage AR/AP tasks, process insurance defense invoices across e-billing platforms, track billing metrics, and support reporting and payment processing.

Provide high-touch executive and sales support to the CEO: manage client communications, calendar, email, pipeline, outreach, partner coordination, client onboarding, sales reporting, administrative projects, CRM updates, and personal assistance. Use AI tools and automation to streamline workflows and maintain sales trackers and SOPs while ensuring timely follow-ups and smooth operations.

Design, implement, and monitor AI-driven automations and integrations using platforms like n8n/Make/Zapier. Build LLM-powered workflows (chatbots, transcription pipelines), maintain dashboards and reporting, deploy and tune models, and collaborate with stakeholders to document and optimize end-to-end systems.

Manage high-volume legal billing workflows including preparing and submitting invoices, handling insurance defense and corporate billing, supporting AR/AP, tracking reductions, and maintaining billing performance and matter setup using Excel and e-billing platforms.

Provide high-touch executive support including calendar and inbox management, client and phone screening, buyer outreach and pre-qualification, CRM and pipeline upkeep, transaction document preparation, and AI/systems oversight to protect executive time and support M&A transactions.

The Client Success Support role involves managing client relations and team productivity using AI tools, tracking performance, coaching team members, and ensuring adherence to processes. Responsibilities include chatbot management, reporting, and communication with clients to improve operational efficiency.

The Onboarding Account Manager will conduct 90-day performance assessments, coordinate meetings, provide administrative support, and manage client and outsourced professional communications.

Perform daily bank and vendor reconciliations, manage receipts and vendor documentation, process payments, support month-end journal entries, handle credit applications, and provide growing vendor phone support while building accounting SOPs and improving receipt-capture workflows.

Provide end-to-end operational and administrative support for a family-owned concrete contractor: answer inbound calls and texts, manage multi-channel inboxes and lead pipeline, create rough estimates, submit permits, schedule visits and inspections, monitor active jobs, document and improve SOPs, and proactively follow up on archived leads. Use field service software and AI tools to streamline processes and escalate issues to owners when needed.

Manage 30–50 concurrent residential construction and renovation projects end-to-end: enter jobs into BuilderTrend, track statuses and change orders, generate POs and invoices, manage shared inboxes and Teams communication, perform Excel-based financial checks, and document all actions while proactively following up on outstanding items.