Executive Sales Assistant - T.S.

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

🚀About the Client 🚀

🚀Performance-driven paid social agency– helping home-service and wellness businesses grow through Meta advertising.

🏠Specializes in premium home services– with a growing focus on the roofing niche, backed by the founder's own industry background.

📊Full-funnel attribution– tracking results from first ad impression all the way to a closed deal.

🤖AI-powered operations– AI agents handle daily campaign monitoring, reporting, and anomaly flags so the team can focus on strategy.

🤝A growing roster of agency clients– a lean, founder-led team with big plans to scale and launch a new VA staffing offer.

🌟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 Assistant 📝

💼 Sales Support, Lead Nurturing & Pipeline Management

📅 Calendar & High-Touch Appointment Management

🤖 AI Tools & Workflow Automation Oversight

💬 Client Success & Communication Support

⚙️ Internal Operations & Team Coordination

🌱 Special Projects & Future Initiatives

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 Assistant? 🏢

Our client, a fast-growing Meta ads agency, is hiring an Executive Sales Assistant to take the administrative, operational, and repetitive work off the founder's plate—inbox, calendar, lead confirmations, CRM updates, proposals, recaps, and follow-ups—so he can focus on sales strategy, marketing, and scaling the business. You'll be the human touch behind a highly automated sales engine: monitoring and refining AI systems while personally confirming appointments, crafting sales-driven recaps, and making sure no lead or client falls through the cracks.

If you're an AI-savvy, high-energy, and proactive assistant who enjoys driving sales momentum and bringing structure to a fast-moving agency—this role could be a great fit for you. ✨

✅Qualifications:

Must-Haves:

• 🤖AI-Driven Mindset (Non-Negotiable)– You use AI tools like ChatGPT, Claude, or Grok daily as an essential part of your workflow.
• 🎯Agency Operations / Executive Assistant Experience– Proven background in a fast-paced agency environment, preferably digital marketing, lead generation, or Meta ads.
• ✍️Strong English Communication– Exceptional written and verbal skills with a warm, professional, and articulate tone for client and lead interactions.
• 📈Sales Acumen– Understands pipeline dynamics, sales psychology, follow-ups, lead urgency, and sales lingo.
• 🔥High Follow-Through & Proactivity– Works independently and gets things done without constant reminders or hand-holding.
• 📋CRM Experience– Hands-on experience with GoHighLevel or a comparable CRM.

Nice-to-Haves:

• 📣Meta Ads Manager Familiarity– Able to read basic campaign reporting metrics.
• 📝AI Note-Taking Tools– Experience with Fathom or similar tools.
• 🌐Funnels & Web Forms– Familiarity with custom-coded funnels and web forms.
• 🏠Home Services / Roofing Niche Experience– Background supporting home services or roofing businesses, or experience co-founding a small agency, is a plus.

Responsibilities of the Executive Sales Assistant:

Your responsibilities include:

• 💼Sales Support, Lead Nurturing & Pipeline Management
• Review discovery and sales call recordings to extract business context, key pain points, and pitch specifics for call briefs
• Draft and send tailored, sales-driven post-call recap emails and customized proposals right after sales calls
• Use the founder's custom agreement framework (growth plans, deliverables, tiered pricing, e-signatures, payment links, and pre-filled onboarding forms) to enable seamless client sign-offs
• Conduct pre-call prospect research using public sources (current Meta ads, business age, revenue model, operations) and prepare executive briefs
• Manage lead pipelines, contact tagging, and deal stages in GoHighLevel and internal tracking systems
• Log call recaps, lead statuses, deal stages, and next steps in the CRM after every sales interaction
• Follow up with inbound leads and unclosed prospects, sharing nurture materials and resources
• Re-engage backlog leads and past clients to recover inactive pipeline opportunities
• Reach out to cold traffic leads from Meta ad funnels who dropped off before booking
• 📅Calendar & High-Touch Appointment Management
• Start early each morning to organize the daily calendar, highlight priorities, and deliver a clean morning briefing before the founder's workday begins
• Monitor the booking calendar and actively confirm upcoming appointments to reduce no-shows
• Send personalized appointment reminders via iMessage or a dedicated US phone line
• Make brief confirmation calls about an hour before scheduled sales calls to maximize show rates
• Contact leads who didn't finish booking to understand drop-off reasons and get them scheduled
• Screen booked appointments to confirm leads are qualified before they reach the calendar
• Coordinate bookings for contacts met at live industry events and networking functions
• 🤖AI Tools & Workflow Automation Oversight
• Act as the human "middleman" between AI tools (Claude, Grok, GoHighLevel AI setters) and human execution
• Review and verify AI-generated onboarding forms before sending them to clients
• Use AI daily to rapidly produce proposals, recaps, funnels, and summaries
• Help test, refine, and document sales and admin workflows into SOPs
• 💬Client Success & Communication Support
• Support ongoing communications with the agency's active client base
• Track client communication cadences and proactively check in with clients who haven't been contacted in 14+ days
• Coordinate post-sign-off onboarding hand-offs to the fulfillment team
• Assist with routine communication tasks in client Slack channels
• ⚙️Internal Operations & Team Coordination
• Organize and facilitate internal team meetings with clear agendas
• Keep meetings concise, structured, and focused 
• Serve as the operational bridge between the founder, the fulfillment team, and external partners
• 🌱Special Projects & Future Initiatives
• Coordinate content filming schedules and creative shoots for local clients, and route raw footage to the video editor
• Help design, test, and roll out a new VA staffing service once core operations are stable

🏡Want to Know More About the Client?

Our client is a founder-led paid social advertising agency that helps home-service and wellness businesses grow through Meta ads. Their approach goes beyond running campaigns—they track attribution from the very first ad impression to the closed deal, and use AI agents to handle daily monitoring, reporting, and anomaly detection so clients get sharper results, faster.

With a growing client roster, a lean and focused team, and plans to niche further into roofing and launch a VA staffing offer for its clients, the agency is in an exciting growth phase. This is a chance to join on the ground floor and help build the systems that take the business to its next milestone. 🌟

Culture and Core Values:

This is a small, agile team that moves fast, tests constantly, and is always looking for smarter ways to work.

• 💪The "Big 3"– Coachability, a good attitude, and a hard work ethic are at the heart of everything.
• 🧪Test-and-Learn Mindset– The team rapidly iterates on software, AI bots, funnels, and strategies to keep improving.
• 🗣️Open & Proactive Communication– Speak up, share ideas, and keep everyone informed.
• 📚Passion for Learning– You're resourceful and happy to research and figure things out independently.
• 🏆Excellence, Integrity & Teamwork– High standards, honest work, and a willingness to help wherever needed.

Your energy, structure, and follow-through will keep this easygoing, creative founder—and the whole operation—focused and on track. 💯

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:

• 🚀Direct Access to the Founder– Work side by side with an ambitious agency owner on a ground-floor opportunity.
• 📈Role Expansion & Leadership– Grow into higher-level operational leadership as the company scales.
• 🧑‍🏫Mentorship Opportunities– Potential to mentor future hires and help launch a new VA staffing offer.
• 💸Performance Incentives– Bonus structures tied to company growth milestones are in the works.
• 🤖Cutting-Edge AI Exposure– Sharpen your skills with the latest AI and automation tools every day.
• 🌎Remote Flexibility– Work from home with a team that values results.

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; early-morning start at approx. 6:00 AM or 7:00 AM MST (Arizona Time)
• 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

• 🤖 Claude, ChatGPT, Grok
• 📇 GoHighLevel (or similar CRM)
• 💬 Slack
• 📧 Google Workspace
• 📣 Meta Ads Manager (Nice-to-Have)
• 📝 Fathom / AI note-taking tools (Nice-to-Have)

Compensation

• Fixed Rate $9,600 - $14,400/yr