Executive Assistant - LGS

About the ClientThe client is an influencer marketing company that supports health and wellness creators through purposeful brand partnerships. They coordinate collaborations, manage contracts and invoicing, and nurture strong long-term relationships across multiple platforms.Their operations are growing rapidly, supported by a highly organized workflow that depends on accuracy, system thinking, and attention to detail. The team is kind, grounded, and people-centered, fostering a positive work environment built on trust, communication, and appreciation.About WeAssistWeAssist was founded by Reef Colman with the mission of empowering individuals and creating meaningful opportunities that support families. We move with urgency and intention, prioritizing long-term fit, growth, and stability.With more than 100 outsourced professionals and expanding, WeAssist connects top global talent with thriving U.S. businesses. Beyond business, WeAssist actively gives back through initiatives such as building schools and feeding the homeless. We foster an inclusive, growth-oriented culture where individuals feel valued and supported.Key Responsibilities of the Executive Assistant:Contract & Data ManagementReview incoming contracts for accuracy and completenessUpload finalized contracts to SignNow and prepare templates as neededTrack contract status (sent → signed → executed) to ensure timely processingFollow up with brands if contracts remain unsigned after five daysAccurately record contract details such as deliverables, platforms, rates, codes, and payment termsConduct monthly audits to identify upcoming renewals and send renewal outreachTracker Ownership & Data AccuracyMaintain daily updates across main client trackersExtract and enter key details from emails, messages, and contractsFlag missing information promptlyUse color-coded systems to signal action items and pending informationConduct twice-weekly audits to maintain accuracy and organizationCommunication & Brand CoordinationManage and respond to routine emails and brand inquiriesSend SOP-based communications for new deals and collect missing detailsCoordinate product shipments and restocksDocument essential communication updates and relay them to leadershipCollect product feedback from clients and update internal recordsAssist with brand outreach tasksCalendar & Deliverables ManagementEnter all deadlines, promo dates, milestones, and reminders in Google CalendarColor-code deliverables for visibility and clarityDuplicate recurring events for ongoing partnershipsTrack expiring contracts and set remindersConduct monthly calendar audits to ensure alignment with trackersClient & Creator SupportCoordinate product shipments for content creationTrack and manage restock requestsGather promo details and ensure proper documentationUpdate creator follower counts at the beginning of each monthProvide updates to clients when essential details are missingBilling & InvoicingPrepare and send monthly invoices for active contractsCreate and maintain customized invoice templatesGather commission details for approximately 200 deals per month with accuracyInclude required documents (e.g., W-9, banking details) for first-time invoicesTrack payments, identify overdue invoices, and follow up as neededFile, Asset & Systems ManagementStore and organize contracts, briefs, confirmations, and communication assetsMaintain an updated brand rolodex with contacts, links, and categoriesSupport updates to SOPs, templates, and internal systemsSpecial ProjectsAssist with events, fundraisers, and seasonal initiativesContribute to workflow improvements and operational optimizationWhy They Are HiringThe client is hiring two Executive Assistants to support their fast-growing influencer management operations. Due to increasing volume across contracts, deliverables, brand deals, and communication, the team requires additional structure and support. You will share responsibilities with the current EA and take ownership of critical operations, including trackers, contracts, invoicing, and daily coordination.This role is ideal for someone who thrives in detail-heavy work, loves organization, and finds satisfaction in maintaining precision and structure.Qualifications:Must-HavesExceptional attention to detailOutstanding written English and professional communication skillsCustomer service, virtual assistant, or executive assistant experienceStrong comfort with repetitive, detail-oriented workHigh-level proficiency in Google Sheets (data entry, validation, sorting, and managing large spreadsheets)Company Culture and Core ValuesThe team operates with warmth, integrity, and a belief that meaningful work is rooted in kindness and collaboration. They value individuals who demonstrate positivity, responsibility, and a commitment to personal and professional growth.Core values include:Authenticity – Honesty, transparency, and reliabilityCollaboration – Team success through mutual supportTrust & Integrity – Strong moral grounding and reliabilityInnovation – Continuous improvement and creative problem-solvingGrowth – Curiosity, learning, and developmentWhat’s in It for YouPermanent remote work environmentLong-term, stable role with opportunities for growthPerformance bonuses based on accuracy and consistencySupportive, people-centered leadershipSkill development in influencer operations and brand partnership systemsClear advancement pathways as the company scalesHigh-energy, positive team cultureBalanced work environment with structure and trustOwnership over meaningful, impactful operational workOpen communication and idea-sharingPerks13th-month bonusPermanent work-from-home setupHealth, dental, and mental health insuranceCompetitive starting salaryOpportunities for growth and performance-based raisesAdditional prizes and bonusesSchedule:Full-time; 6:30 AM – 3:30 PM PSTRemote; work from anywhereProfessional Requirements:Business casual attire during meetingsClean, professional backgroundHigh-quality camera and microphoneReliable, high-speed internetTech Stack:Required:Google Suite (Google Sheets, Docs, Calendar)Nice to Have:Microsoft OutlookSignNowAdvanced Google Sheets/Excel formulasCRM experienceCompensation:Fixed rate of $9,600 – $13,200 per year