Executive Assistant Needed At WEASSIST.IO

Responsibilities:

Contract & Data Management

• Review incoming contracts for accuracy and ensure all required details are present
• Upload finalized contracts to SignNow and complete templates when needed
• Track contract lifecycle (sent → signed → executed) and ensure timely completion
• Follow up with brands if contracts remain unsigned after 5 days.
• Ensure contract details (deliverables, platforms, rates, codes, payment terms) are entered accurately.
• Conduct monthly audits to identify upcoming renewals and send initial renewal emails.

Tracker Ownership & Data Accuracy

• Maintain the main client trackers daily with all updates related to deals, deliverables, communication, and status changes
• Extract key details from emails, messages, or contracts and enter them into the appropriate tracker fields
• Identify missing information and notify the team promptly
• Keep all trackers aligned with the color-coded system to signal action items and pending information
• Conduct twice-weekly audits to ensure trackers remain accurate, organized, and current

Communication & Brand Coordination

• Manage your own inbox and respond to routine inquiries, follow-ups, and brand questions
• Send SOP-based emails when new deals are approved and gather any missing info from brands
• Coordinate product sends and restocks; send monthly restock check-ins to clients
• Document relevant communication updates and share essential information with leadership
• Collect client feedback on products and update the necessary records.
• Support brand outreach tasks as assigned

Calendar & Deliverables Management

• Add all content deadlines, promo dates, contract milestones, and reminders to Google Calendar
• Color-code deliverables (Reels, Stories, static posts, required dates) for clarity
• Duplicate recurring events for long-term partnerships to maintain month-to-month continuity
• Set reminders for expiring contracts and other critical action items
• Audit calendar entries monthly to ensure accuracy with the main trackers

  Client & Creator Support

• Coordinate product shipments and ensure clients receive items needed for filming and promos
• Track and communicate restock requests using internal forms
• Gather promo details from brands and ensure they are properly logged and scheduled
• Update creator follower counts at the beginning of each month
• Provide timely updates to client when essential details are missing or require attention

Billing & Invoicing

• Prepare and send monthly invoices for all active brand contracts
• Create and maintain customized invoice templates for each brand
• Gather commission details for approximately 200 deals monthly and input them accurately
• Include W-9 and banking information with first-time invoices to ensure proper payment processing
• Track payments, flag overdue invoices, and follow up when necessary

File, Asset & Systems Management

• Store and organize contracts, briefs, product confirmations, and communication materials in structured folders
• Maintain and update the brand rolodex with new partnerships, contacts, links, and categories
• Support updates to SOPs, templates, and internal systems as processes evolve

Special Projects

• Assist with event planning, fundraisers, and other seasonal or one-off initiatives
• Participate in operational improvements, workflow optimization, and process-building projects

Requirements:

• Elite Attention to Detail – You notice inconsistencies, missing data, and formatting errors instantly. Precision is your superpower.
• Exceptional Written English – Clear, polished, and professional communication across emails, trackers, and SOPs.
• Customer Service, VA, or EA Experience – You’ve supported operations, handled details, and worked directly with clients or teams.
• Comfort With Repetitive, Detail-Heavy Tasks – Especially critical for the second EA—someone who genuinely enjoys precise, meticulous work.
• Google Sheets Expert – Confident with data entry, sorting, data validation, and managing large, detailed spreadsheets.