Executive Assistant - BJM

Hiring: Full-Time Executive Assistant - Remote - $9,600 - $14,400/yr

🚀 About the Client 🚀

🛠️ A Trusted Mastermind for the Trades a vetted community built exclusively for trade and home-service business owners—HVAC, plumbing, electrical, roofing, restoration, landscaping, construction, excavation, and more.

🚀 Founded on 20+ Years of Real-World Experience started by a founder who spent two decades building businesses across multiple industries, now co-led alongside a Director of Operations.

📍 Growing Across the Map currently serves Boise, ID, Salt Lake City, UT, and San Antonio, TX, and just expanded into Phoenix, AZ as its 4th market in May 2026.

🤝 Strategic Partnerships That Add Value works alongside trusted partners to extend extra resources, education, and support to its members.

🎓 More Than Networking offers monthly in-person training, weekly networking lunches, referral-building, and hands-on guidance on hiring, operations, growth, and profitability.

🌟 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 📝

📅 Member Renewal & Strategy Session Logistics

🗓️ Meeting & Calendar Management

📝 On-the-Go Task & Action Item Tracking

🛡️ Strategic Gatekeeping & Inbox Management

☎️ Proactive Member Check-In Calls

🗄️ CRM, SOPs & Database Management

✈️ Travel & Local Event Coordination

Additional Information:

Review this Doc first!

How to Prepare for the Recruiting Process -

• https://docs.google.com/document/d/1tCWNqlU4gNG4nQaEeo5iSKNB8A8X7xAlVCMDvZwkdDk/edit?tab=t.0#heading=h.gt6n5ybw2ujb

📢 Why Are They Hiring an Executive Assistant 🏢

Our client is hiring an Executive Assistant to take ownership of the daily operational logistics, calendar scheduling, and member follow-ups that currently occupy far too much of the founder's time. Previous attempts to delegate this work fell short because tasks weren't handled with the level of detail this fast-moving community requires, so this hire will act as a true strategic gatekeeper—protecting the founder's focus, building out the systems and SOPs the business needs to scale, and making sure nothing falls through the cracks. This is a foundational hire who will help turn ad hoc processes into reliable, repeatable systems as the business shifts toward digital growth.

If you're a fast-thinking, detail-obsessed operator who loves building order out of chaos and isn't afraid to ask the right questions—this role could be a great fit for you. ✨

✅ Qualifications:

Must-Haves:

• 👔 Experience Supporting C-Level Executives– Comfortable managing the workload of a busy, fast-moving founder/CEO.
• ⚡ Fast Thinking & Rapid Learning– Grasps context quickly and stays aligned without needing things repeated.
• 📞 Confident Phone & Communication Skills– Comfortable leading structured and unstructured check-in calls with business owners every day.
• 🔍 Exceptional Attention to Detail– Manages complex, multi-layered calendars, renewal pipelines, and action-item logs with total accuracy.
• 🙋 Proactive & Clarifying Communicator– Speaks up and asks questions rather than guessing.
• 🗂️ Strong Administrative Foundation– Proven experience managing executive calendars, sorting busy inboxes, and tracking tasks.

Nice-to-Haves:

• 💻 CRM Experience (GoHighLevel a Plus)– Not required; there's a patient in-house CRM trainer ready to help you ramp up.
• 🌟 Background in Coaching, Consulting, or Membership Communities– Especially a plus if you've worked with trades or home-service business owners.

Responsibilities of the Executive Assistant:

Your responsibilities include:

📅 Member Renewal & Strategy Session Logistics

• Monitor the community's billing platform to track memberships nearing renewal, keeping a 6-week look-ahead
• Reach out to renewing members 4–6 weeks before their renewal date to build excitement and schedule their annual strategy session
• Make sure members complete their strategy prep form ahead of each session, sending reminders as needed

🗓️ Meeting & Calendar Management (In-Person & Virtual)

• Coordinate invitations, scheduling links, and reminders for weekly "mini mastermind" sessions
• Manage logistics for large weekly in-person training sessions (up to 5 per week, 10–40 attendees each)
• Handle basic calendar logistics for the weekly community lunch
• Send calendar invites and rigorous reminders for all sessions, including recurring in-person events
• Track attendance and follow up promptly with members who miss a scheduled training or meeting

📝 On-the-Go Task & Action Item Tracking

• Serve as the founder's administrative anchor while he's traveling or leading events
• Turn voice notes and text photos sent on the go into a clear, organized action item log
• Coordinate and deliver requested resources (book recommendations, contact info, links) to members quickly

🛡️ Strategic Gatekeeping & Inbox Management

• Act as the first line of defense for routine questions from the team and community, building and maintaining an FAQ database and link repository
• Escalate only complex or high-level matters that truly need the founder's personal attention
• Manage and organize the founder's email inbox—clearing clutter, organizing folders, and flagging priority items
• Help manage an overwhelming volume of personal text messages and support the transition of client texts into the CRM

☎️ Proactive Member Check-In Calls

• Dedicate 1–2 hours daily to outbound check-in calls with community members
• Ask about wins, current projects, and operational bottlenecks members are facing
• Log all feedback in the CRM so it can inform and shape upcoming trainings
• Help design and test outreach sequences and workflows for these calls, since none currently exist

🗄️ CRM, SOPs & Database Management

• Clean up and segment roughly 1,000 untouched leads in the CRM, organizing tags for future campaigns
• Make sure the right community segments receive the right notifications and invites
• Support the weekly client onboarding process, including preparing and sending introductory materials, and keep the community directory updated
• Audit and maintain the company's SOP library, and write new SOPs as new processes are developed

✈️ Travel & Local Event Coordination (Ad hoc)

• Help coordinate travel logistics across the client's active regional markets
• Coordinate and book venues for occasional networking events like evening mixers

🏡 Want to Know More About the Client?

Our client runs a vetted mastermind community built exclusively for trade and home-service business owners—think HVAC, plumbing, electrical, roofing, restoration, landscaping, construction, and excavation. Founded by a leader with more than 20 years building businesses across multiple industries, and co-led by a Director of Operations, the community gives members a one-stop hub for mentorship, networking, and practical business training. Members get access to monthly in-person training, weekly networking lunches, referral-building opportunities, and hands-on guidance on hiring, operations, growth, and profitability—all backed by a rigorous vetting process that keeps trust and professional standards high.

Now active in Boise, ID, Salt Lake City, UT, San Antonio, TX, and its newest market, Phoenix, AZ (added in May 2026), the community is expanding fast and building out strategic partnerships to bring even more value to its members. As the business shifts toward scaling through digital and online channels, the team is investing in stronger systems, tighter operations, and the kind of dependable support that lets its members—and its leadership—focus on what they do best. 🌟

Culture and Core Values:

This is a small, close-knit team of 7–8 people who lean on each other, communicate informally, and keep things light even while getting real work done.

• 🌱 Continuous Growth & Self-Improvement– always looking for ways to grow, improve, and make things better.
• ☀️ Future-Oriented & Positive Outlook– forward-thinking energy, even when tackling tough problems.
• 🎯 Excellence Without Rigidity– doing things right and taking care of business, without the stiff, corporate feel.

Together, this team is building something bigger than any one person—and they want someone who's excited to grow right alongside them. 💯

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:

• 📈 Real Growth Path– As the business scales into digital channels and adds remote hires, step into mentorship or leadership opportunities down the line.
• 🤝 High-Trust Environment– Work with leaders who want a true partner, not someone to micromanage.
• 💬 Direct Access to Leadership– Build a close working relationship with the founder and Director of Operations from day one.
• 🧠 Room to Build & Own Systems– Design SOPs, outreach playbooks, and processes from scratch and make them yours.
• 🌴 Remote Flexibility– Work from anywhere while supporting a US-based team.
• 🎉 A Fun, Laid-Back Vibe– Join a team that takes the work seriously without taking itself too seriously.

Your next big opportunity starts here—ready to take the leap? 🚀

🫥 WeAssist: 😌

(Not your average Recruiting Firm…)

Started by Reef Colman just six 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!

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; 7am–4pm or 8am–5pm PDT 
• This is a remote position so you can have the freedom to work from anywhere

Miscellaneous

• Attire - business casual when in meetings
• Professional setup

• Clean background
• Good camera
• Good microphone
• Strong wifi

Tech Stack

• 💻 Microsoft Office (for email/inbox management)
• 📁 Google Workspace
• 📂 Dropbox & Smart Sheet
• 📊 GoHighLevel CRM (Nice-to-Have)
• 💳 Kajabi (Nice-to-Have)

Compensation

• Fixed Rate $9,600 - $14,400/yr