Executive Assistant - BJM

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Executive AssistantAdministration & Office Support

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Quick Summary

Key Responsibilities

Review this Doc first! How to Prepare for the Recruiting Process - https://docs.google.com/document/d/1tCWNqlU4gNG4nQaEeo5iSKNB8A8X7xAlVCMDvZwkdDk/edit?tab=t.0#heading=h.

Requirements Summary

Must-Haves: 👔 Experience Supporting C-Level Executives– Comfortable managing the workload of a busy, fast-moving founder/CEO.

Technical Tools

Executive AssistantAdministration & Office Support

🚀 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.

Responsibilities

~2 min read

📅 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

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

Requirements

~1 min read

👔 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.

💻 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.

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. 🌟

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. 💯

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!