Executive Assistant (OB)

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

🚀 About the Client 🚀

🧬 15+ Years of Precision Oncology Leadership: Grounded in research, driving innovation in cancer diagnostics.

🧠 Breakthrough Genomic Tools: Empowering clinicians with tools to tailor cancer treatment and improve patient lives

🌍 Global Impact: Serving clinicians and patients worldwide with advanced genomic technologies

🥇 Innovative Products: Flagship thyroid cancer test and proprietary platforms changing the game in oncology

🧘‍♂️ Empowered, Autonomous Culture: No micromanagement — just trust, collaboration, and real contribution.

🌟 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.

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 is on the lookout for a powerhouse Executive Sales Assistant to bring structure, flow, and finesse to their fast-paced, high-impact environment. With a small but mighty team juggling big goals and tight bandwidth, they’re searching for someone who can take charge of the details and keep operations running smoothly. From streamlining communications to tackling those “little things” that often get pushed aside, this role is all about creating momentum and making life easier for everyone.

If you’re a proactive problem-solver who loves optimizing operations and ensuring no detail slips through the cracks, this is your chance to step in and make a real impact! 🚀

Your responsibilities include:

Task and Project Management:

• Maintain an ongoing list of tasks with clear deadlines, priorities, and progress tracking
• Assign action items to the appropriate team members and ensure accountability for timely completion
• Organize key projects into tools like Gantt Charts, keeping track of milestones, timelines, and deliverables
• Ensure major projects are progressing according to plan, holding stakeholders accountable for meeting deadlines
• Example Projects include: Partnering with laboratories, research and development projects for new trials, accreditation initiatives, engagement with insurance partners, organizing conferences, sales and marketing campaigns, and overseeing larger clinical trials.

Meeting Support:

• Schedule, organize, and prepare for internal team meetings and board meetings
• Take detailed meeting minutes, highlight key decisions, and ensure follow-up on action items
• Coordinate with team members to ensure timely completion of action items and communicate updates effectively.

Calendar Management:

• Organize and manage the calendar of the CEO, and potentially other executives, ensuring all appointments and meetings are efficiently scheduled

Email Management:

• Manage and prioritize emails received through the admin account, highlighting important communications for the CEO’s attention.
• Reach out to potential investors, send contracts, and ensure timely follow-up
• Draft and send emails on behalf of the CEO, ensuring proper tone, content, and accuracy

Research and Development Support:

• Assist in the execution of tasks and billing actions related to fulfilling pilot trials.
• Assisting in enrolling customers into pilot trials, similar to clinical trial structures
• Ensure customers have a designated liaison to guide them throughout the trial process
• Develop and refine trial protocols and submit them to the board for approval

Logistics for Shipping Samples:

• Ensure the laboratory has all necessary materials to complete their tasks, including coordinating with suppliers for shipping requirements
• Handle the logistics for shipping samples using platforms such as FedEx/UPS, ensuring proper documentation and tracking
• Monitor and confirm that samples are received by patients and that patients can return them to the lab as needed
• Handle emails related to shipping and sample retrieval, ensuring timely and accurate communication with all parties involved
• Notify the team of any shipping or sample-related issues and assist with problem-solving

Bookkeeping and Document Management:

• Process and send invoices, ensuring they are filed correctly in internal systems like OneDrive
• Maintain an accurate record of invoices and receipts, providing updates to the internal accounting team as needed
• Manage and update spreadsheets to track invoicing details and ensure proper documentation

Filing and Document Organization:

• Ensure all contracts and NDAs with vendors and investors are properly filed and easily accessible
• Maintain an organized system for all documents, regularly updating the Table of Contents for easy retrieval

Onboarding and Social Media Management: (Growth Areas - Bonus)

• Client Onboarding Support:
• Assist with client onboarding tasks, ensuring they receive the necessary training (e.g., HIPAA compliance) and are set up with required tools (email, payroll, NDA filing)
• Social Media Management:
• Support the team in uploading and scheduling content, responding to DMs, and ensuring content is posted consistently across platforms like LinkedIn and Instagram
• AI Integration in Social Media:
• Explore and implement AI tools to streamline social media management and content scheduling

🏡 Want to Know More About the Client?

Our client is a trailblazer in the precision oncology space, transforming the way cancer is treated through cutting-edge genomic diagnostics. With over 15 years of research-driven innovation, they equip clinicians with smart tools like advanced gene-expression tests and proprietary bioinformatics platforms that personalize cancer care. Their flagship product, designed specifically for thyroid cancer patients, is reshaping treatment plans and changing lives. Guided by a mission to deliver the right treatment at the right time, they serve a global base of clinicians and patients who rely on their science to make critical decisions.

Backed by breakthroughs and driven by purpose, this team doesn’t just follow the future of cancer care — they lead it. Their close-knit, collaborative team thrives in an open, idea-driven culture where passion meets precision every day. 🌟

Culture and Core Values:

This team values bold ideas, scientific integrity, and a deep sense of purpose in their everyday work. Collaboration isn’t just encouraged — it’s embedded in how they innovate, communicate, and win as a team.

Here’s what matters most to them:

• 🔓 Autonomy, Always: Own your work, trust your instincts — no micromanagement here.
• 🤝 Collaborate to Elevate: Great ideas come from every seat at the table.
• 💡 Innovate with Intention: Every breakthrough starts with purpose and ends with patient care.
• ❤️ Patients First, Always: We're not just making tests — we're improving lives.
• 🧪 Science that Stands Tall: Grounded in research, driven by results.

This is a place where your voice matters, your work has meaning, and your growth is just the beginning. 💯

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:

• 💼 Career Growth: Chart your own path and grow with a team that supports your ambitions!
• 🌍 Impactful Work: Your role helps drive meaningful change in cancer care — be part of something bigger.
• 🤝 Collaboration: Work alongside a passionate, collaborative team where your ideas matter.
• 🚀 Autonomy: No micromanagement here — you have the freedom to take ownership and make decisions.
• 💡 Innovation: Be part of a company that thrives on smart, purposeful innovation in oncology.
• 🌱 Learning Opportunities: Always something new to discover in a research-driven, forward-thinking environment.
• 🌟 Work-Life Balance: Enjoy a healthy balance while working on impactful, rewarding projects.
• 🏆 Recognition: Your contributions won’t go unnoticed in this results-driven team.
• 🧑‍🤝‍🧑 Supportive Environment: A culture that’s all about helping each other grow and succeed.

Your next big opportunity starts here—ready to take the leap? 🚀

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

• ⓘ View potential timezone restrictions

  Full-time; MST Timezone 7am to 4pm

• This is a remote position so you can have the freedom to work from anywhere

• Miscellaneous

• Attire - business casual when in meetings

• Professional setup (Pains me I actually need to write this down… 👀)

• Clean background

• Good camera

• Good microphone

• Strong wifi

• Tech Stack

• Must-have:

• MS Outlook

• OneDrive

• MS Teams

• Zoom

• Nice-to-have:

• Project Management Software

• ClickUp (highly preferred)

• CRM Software

• Canva (bonus)

• AI Software

• ChatGPT

• Gemini

• Claude

• Compensation

• Fixed Rate $9,600 - $14,400/yr