Executive Assistant - LGS

WeAssist.io

Philippines

Fresher

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Posted 6 days ago
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Job Description

About the Client

The 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 WeAssist

WeAssist 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 Management

Review incoming contracts for accuracy and completeness
Upload finalized contracts to SignNow and prepare templates as needed
Track contract status (sent signed executed) to ensure timely processing
Follow up with brands if contracts remain unsigned after five days
Accurately record contract details such as deliverables, platforms, rates, codes, and payment terms
Conduct monthly audits to identify upcoming renewals and send renewal outreach

Tracker Ownership & Data Accuracy

Maintain daily updates across main client trackers
Extract and enter key details from emails, messages, and contracts
Flag missing information promptly
Use color-coded systems to signal action items and pending information
Conduct twice-weekly audits to maintain accuracy and organization

Communication & Brand Coordination

Manage and respond to routine emails and brand inquiries
Send SOP-based communications for new deals and collect missing details
Coordinate product shipments and restocks
Document essential communication updates and relay them to leadership
Collect product feedback from clients and update internal records
Assist with brand outreach tasks

Calendar & Deliverables Management

Enter all deadlines, promo dates, milestones, and reminders in Google Calendar
Color-code deliverables for visibility and clarity
Duplicate recurring events for ongoing partnerships
Track expiring contracts and set reminders
Conduct monthly calendar audits to ensure alignment with trackers

Client & Creator Support

Coordinate product shipments for content creation
Track and manage restock requests
Gather promo details and ensure proper documentation
Update creator follower counts at the beginning of each month
Provide updates to clients when essential details are missing

Billing & Invoicing

Prepare and send monthly invoices for active contracts
Create and maintain customized invoice templates
Gather commission details for approximately 200 deals per month with accuracy
Include required documents (e.g., W-9, banking details) for first-time invoices
Track payments, identify overdue invoices, and follow up as needed

File, Asset & Systems Management

Store and organize contracts, briefs, confirmations, and communication assets
Maintain an updated brand rolodex with contacts, links, and categories
Support updates to SOPs, templates, and internal systems

Special Projects

Assist with events, fundraisers, and seasonal initiatives
Contribute to workflow improvements and operational optimization

Why They Are Hiring

The 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-Haves

Exceptional attention to detail
Outstanding written English and professional communication skills
Customer service, virtual assistant, or executive assistant experience
Strong comfort with repetitive, detail-oriented work
High-level proficiency in Google Sheets (data entry, validation, sorting, and managing large spreadsheets)

Company Culture and Core Values

The 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: