Executive Sales & Marketing Assistant - JJ

Hiring: Full-Time Executive Sales & Marketing Assistant - Remote - $9,600 - $13,200/yr

About the Client

• 18 Years of Arizona-Based Expertise– Our client is a premium home technology company serving the Phoenix area, with nearly two decades of hands-on experience designing and installing smart home solutions.
• From Home Theater to Full Automation– They design and install home automation systems, surround sound and home theater setups, security cameras, intercom systems, structured wiring, and access control — for both homes and businesses.
• Savant-Certified & Premium-Tier Rated– Their Savant certification places them in the elite tier of home automation providers, a credential that sets them apart in a competitive market.
• Relationship Over Transaction– This is a team that genuinely cares about getting it right, not just getting it done. Their craft-first approach has earned them a loyal base of approximately 250 clients.
• A Growing Business With Big Vision– With strong roots in the local community and a pipeline of new opportunities, they're building the systems and team to scale — and you'll play a key role in that 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 Sales & Marketing Assistant

• CRM & Lead Management
• Email Marketing & Campaigns
• Social Media & Community Management
• Google Business Profile & Website
• Inbox Management & Client Communication
•  SOP Documentation
  

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 Sales & Marketing Assistant? 

Our client is hiring an Executive Sales & Marketing Assistant to take over the administrative and marketing operations that are currently pulling their leadership away from what they do best — building relationships, closing deals, and delivering exceptional service in the field. With a CRM database of 250 clients that needs consistent nurturing, social channels that have gone quiet, and a Google Business Profile that needs attention, the opportunity to make an immediate, visible impact is enormous. You'll be the behind-the-scenes powerhouse that keeps the pipeline moving, the brand active, and the customer relationships warm — all without ever picking up a phone.

If you're a proactive, tech-savvy assistant with a knack for CRM management, digital marketing, and customer communication who thrives in a warm, family-oriented team environment — this role could be a great fit for you. ✨

Qualifications:

Must-Haves:

• CRM Experience– Hands-on experience with House Call Pro, Jobber, ServiceTitan, or a similar trades-based CRM platform. You know how to manage a customer database, segment contacts, and keep the pipeline clean.
• Excellent Written English– Your written communication is clear, professional, and warm. You can draft customer-facing emails, SMS follow-ups, and social captions that reflect the brand voice with zero spelling errors.
• Proactive & Solutions-Oriented– You don't wait to be told what to do. You spot gaps, bring ideas, and take initiative — while still being coachable and able to follow direction well.
• AI-Forward Mindset– You're comfortable using AI tools for copy generation, SEO optimization, and research. You see AI as a productivity multiplier, not a replacement for quality.
• Research-Driven & Detail-Oriented– You back suggestions with research, keep records tidy, and never let a follow-up slip through the cracks.
• High Integrity & Customer-Centric– You treat every client interaction with professionalism, honesty, and care. You're the kind of person who shows up consistently — even when no one is watching.

Nice-to-Haves:

• Mailchimp Experience– Familiarity with building and managing email campaigns, templates, and audience segmentation within Mailchimp.
• Canva Proficiency– Comfortable working with a brand kit in Canva to create on-brand social graphics and email templates.
• Meta & Instagram Know-How– Experience managing business pages, monitoring insights, and responding to DMs on Facebook and Instagram.
• WordPress / Divi (Bonus)– Ability to perform basic website updates and blog maintenance on a Divi/WordPress site — no coding required.

Responsibilities of the Executive Sales & Marketing Assistant:

Your responsibilities include:

📋 CRM & Lead Management (House Call Pro)

• Manage and maintain a customer database of approximately 250 clients
• Implement segmenting tags to categorize clients (e.g., Savant customers vs. alarm customers) for targeted campaigns
• Nurture leads and conduct follow-ups with referrals generated by home builders and designers
• Serve as the first point of contact for outreach — initiate the conversation and hand off scheduling to the appropriate team member
• Clean up backlogs and follow up on uncollected or missing payments via text or email
• Identify and flag CRM features or integrated platforms the company is paying for but not fully utilizing
• Learn Portal.io (the company's quoting tool) as needed to provide additional support

📧 Email Marketing (Mailchimp)

• Transition email campaign management from House Call Pro into Mailchimp
• Build and customize branded email templates using the company's existing Canva brand kit
• Execute targeted email blasts to specific customer segments using CRM tags
• Develop and send re-engagement and follow-up campaigns to past clients

📱 Social Media & Community Management

• Manage the company's Instagram account — curate approved photos and footage using Canva
• Research social media trends, optimal posting cadence, and engagement strategies, and present recommendations for approval
• Monitor and respond to Facebook/Meta direct messages, acting as the frontline response before routing interested leads to the team
• Maintain brand consistency across all social channels — content must be approved before posting
• Gradually resurrect the company's LinkedIn presence for B2B relationship building (bonus, low priority)

🌐 Google Business Profile & Website

• Keep the Google Business Profile fully updated with current information and active content
• Respond promptly to incoming GBP messages and proactively manage reviews
• Use AI tools to generate SEO-optimized, on-brand responses to 5-star reviews
• Perform basic website maintenance and update blog posts on the Divi/WordPress site (no custom coding required)

📬 Inbox Management & Client Communication

• Manage the support email inbox — acknowledge customer inquiries and route technical issues to the appropriate team member via Slack
• Monitor the executive's inbox (approximately 5–10 emails per week) and flag high-priority messages from large clients or builders
• Handle all customer communication via text/SMS or email only — no inbound phone calls
• Schedule appointments only when directly instructed — the team does not use online booking for custom projects
• Send milestone messages — celebratory texts or emails for 1-month and 1-year post-installation anniversaries, and client birthdays
• Follow up with satisfied clients to request Google reviews and schedule 6-month service check-ins
• Chase overdue invoices via text or email; escalate to the team if a client is unresponsive

📂 SOP Documentation

• Organize the company's existing technical SOPs currently stored in OneDrive
• Observe and document operational processes in House Call Pro to create new SOPs
• Build clear reference materials so key workflows can be replicated by any team member when needed

🏡 Want to Know More About the Client?

Our client is a premier home technology company based in Phoenix, Arizona, with 18 years of experience simplifying technology for both everyday homeowners and businesses. From custom home theater installations and whole-home automation to security cameras, intercom systems, structured wiring, and access control, they bring together the full spectrum of smart home and commercial AV services under one roof. Their Savant certification — one of the highest bars in the home automation industry — signals the level of precision and premium quality they bring to every project.

What truly sets this company apart isn't just their technical expertise — it's their ethos. This is a tight-knit, family-oriented team of five who genuinely care about their clients and each other. They've built a business on relationships, not transactions, and they're looking for someone who shares that same customer-first spirit. Joining this team means becoming a trusted extension of a company that's been serving Arizona homeowners with integrity and craftsmanship for nearly two decades. 

Culture and Core Values:

This is a tight-knit, family-oriented team of five where everyone genuinely shows up for each other — both professionally and personally. They check in on each other's lives, share a love of sports and good humor (dad jokes very much appreciated), and want their next teammate to feel like a true part of the family — even from a remote setup.

• 🤝 Integrity First– Honesty isn't optional here. They expect you to show up with full effort and transparency, whether things are busy or slow.
• 💬 Open Communication– The team values clear, consistent communication. If something isn't working, they'd rather know early than find out later.
• 🚀 Goes the Extra Mile– Good enough isn't the standard. The team looks for people who take pride in their work and put in the extra effort without being asked.
• 💡 Solution-Driven– When a problem comes up, you're expected to come with a solution — or at least a proposed path forward. They don't dwell on obstacles.
• 🎯 Structured & Focused– This is a team that values clear processes, good systems, and accountable execution. Being organized isn't a nice-to-have — it's how they win.
• 🔥 Unwavering Commitment – When they take something on, they see it through. The team values people who hold the line, stay the course, and don't fold when things get tough.

If you're the kind of person who brings integrity, initiative, and good energy to everything you do — you'll fit right in here. 💯

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:

• 🤝 Work With a Team That Actually Cares– You won't be just another remote hire. This team checks in, celebrates wins, and genuinely wants you to feel like part of the family.
• 🌴 Full Remote Flexibility– Work from the comfort of your own space while contributing to a thriving business in the US home technology industry.
• 🧠 Autonomy & Ownership– You'll be trusted to take ownership of your domain. The leadership team gives clear direction and then gets out of your way so you can do great work.
• 🔧 Build Something That Matters– You're not just managing emails and social posts — you're building the systems and processes that will fuel this company's next chapter of growth.
• 💰 Bonus Structure on the Horizon– The team is working toward implementing a performance bonus structure, meaning your results could directly boost your earnings.

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; 9:00 AM to 6:00 PM MST (Arizona) Timezone
• 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

• 🏠 House Call Pro (or similar: Jobber, ServiceTitan)
• 📣 Mailchimp
• 🎨 Canva
• 📸 Meta / Instagram
• 🌐 Google Business Profile
• 🤖 AI Tools 
• 📁 OneDrive
• 💬 Slack
• 🌐 WordPress / Divi (Nice-to-Have)
• 📊 Portal.io (Nice-to-Have)

Compensation

• Fixed Rate $9,600 - $13,200/yr