Assist World

Estimator

• Answer and manage incoming telephone calls professionally and efficiently.
• Provide excellent customer service to clients and suppliers.
• Input project estimates and quotations into the CRM system (JobThread).
• Support the team with administrative tasks as required.
• Ensure customer information and project details are accurately maintained.
• Assist with general office coordination and communication.

Project Estimator – Receptionist

Executive Assistant

• Manage complex calendars and meeting scheduling
• Coordinate internal and external meetings
• Book domestic and international travel
• Manage executive inboxes (Gmail & Outlook)
• Prepare meeting agendas and follow-up actions
• Schedule interviews with candidates and hiring managers
• Coordinate recruitment processes
• Liaise with candidates professionally
• Keep applicant tracking systems and hiring documentation organised
• Support employee onboarding and offboarding
• Assist with HR administration and documentation
• Maintain company records and internal documentation
• Coordinate office supplies and operational purchases
• Assist with company-wide administrative projects
• Prepare documents and presentations
• Manage digital filing systems
• Coordinate with external suppliers and service providers
• Learn and utilise new software platforms as the business grows

Executive Assistant – Operations, HR

• Manage and triage emails, ensuring important communications are prioritized and handled efficiently
• Manage calendars, scheduling, and meeting coordination
• Organize information, documents, and business workflows
• Support the founder with day-to-day operational tasks and priorities
• Use AI tools and agents to improve business processes and reduce repetitive work
• Leverage tools such as Claude Code, Codex, and other AI coding/automation tools
• Identify opportunities to automate workflows and create more efficient systems
• Build and maintain AI-assisted processes across the business
• Manage sales follow-ups and ensure leads are progressed effectively
• Support customer and prospect communications
• Assist with outbound outreach campaigns, including cold outreach to IMOs/IOIs
• Maintain organized records of sales activity and follow-up actions
• Manage hiring follow-ups and candidate communications
• Support recruitment processes and ensure outstanding actions are completed
• Help organize hiring workflows and maintain candidate information
• Organize company events and coordinate logistics
• Manage receipt collection and organisation for accounting software
• Support ISO 27001 compliance activities and security-related processes
• Assist with implementing security workflows using AI tools such as Codex and Claude Code

Executive Assistant / Operations Specialist

Customer Support

• Become the primary point of contact for customers from initial enquiry through successful delivery.
• Deliver exceptional customer support via phone, email, and live chat.
• Build trust through proactive communication, regular follow-ups, and genuine relationship building.
• Guide customers through purchasing decisions while providing a premium, concierge-level experience.
• Resolve customer concerns professionally, ensuring every interaction strengthens customer confidence in the brand.
• Demonstrate genuine interest in understanding customers' needs and recommending the best solutions for them.
• Follow up with prospective customers who have expressed interest but have not yet completed their purchase.
• Reactivate abandoned carts and dormant enquiries through thoughtful, consultative conversations.
• Identify opportunities to improve conversion rates while maintaining a customer-first approach.
• Confidently discuss premium products with customers making significant purchasing decisions.
• Support the wider team by identifying trends, customer feedback, and opportunities to improve the overall buying experience.
• Coordinate the delivery of high-value products from order confirmation through final delivery.
• Track shipments and proactively communicate progress with customers.
• Liaise with warehouses, logistics providers, and delivery partners to ensure a seamless experience.
• Resolve shipping issues or delays quickly while keeping customers informed throughout the process.
• Maintain accurate records of customer interactions, orders, and shipment progress.
• Maintain detailed customer records and order documentation.
• Respond promptly to customer enquiries and internal requests.
• Track outstanding actions to ensure nothing falls through the cracks.
• Assist with reporting and general operational administration.

Customer Success & Logistics Coordinator – High-Ticket Client Experience

Customer Success Manager

• Coordinate and track active projects from start to completion
• Monitor project progress and proactively resolve issues as they arise
• Ensure tasks are completed on schedule and communicate updates to clients
• Maintain accurate records and operational workflows
• Answer inbound phone calls and respond to client inquiries
• Manage incoming and outgoing emails in a professional and timely manner
• Build strong relationships with clients through excellent communication
• Follow up with clients to ensure a positive customer experience
• Track client billing and ensure invoices are issued accurately and on time
• Monitor recurring payments and autopay arrangements
• Assist with payment tracking and administrative reporting
• Maintain accurate financial and customer records
• Support outbound calls and follow-up with prospective clients
• Assist with converting inquiries into new business opportunities
• Encourage satisfied clients to leave online reviews and testimonials
• Help identify opportunities to improve customer engagement and retention

Bilingual Operations & Client Success Coordinator – Spanish/English

• Managing personal email inboxes and correspondence
• Calendar management and scheduling appointments
• Planning holidays, family trips, and social events
• Coordinating bookings, reservations, and travel arrangements
• Researching services, venues, and suppliers
• Organising family events and celebrations
• Liaising with external contacts and vendors
• General personal administration and lifestyle management
• Providing ad hoc support as required

Personal Assistant

Bookkeeper

• Processing and coding purchase invoices.
• Raising and issuing sales invoices.
• Recording and reconciling financial transactions.
• Managing purchase orders (POs).
• Assisting with general bookkeeping and accounts administration.
• Maintaining accurate financial records using Xero.
• Supporting the Accounts team with ad hoc finance tasks as required.
• Communicating professionally via email with suppliers and internal stakeholders where necessary

Part-Time Bookkeeper

• Manage the client assessment process from intake through completion
• Send, track, and follow up on patient assessment forms and questionnaires
• Prepare documentation and templates prior to appointments
• Upload and organize completed reports and patient records
• Coordinate scheduling and communication with patients and referral partners
• Ensure all required materials are prepared before appointments
• Manage email inboxes and correspondence
• Coordinate appointments, meetings, and calendar management
• Assist with invoicing and billing administration
• Support workflow organization and task tracking
• Handle general administrative and executive assistant duties
• Coordinate occasional travel and personal administrative tasks
• Maintain awareness of healthcare privacy and compliance requirements
• Ensure documentation and workflows follow established procedures
• Identify potential issues and proactively recommend solutions
• Maintain accurate and organized records

Patient Coordinator – Executive Assistant, Psychology Practice

Administrative Assistant

• Manage ongoing communication with prospective and newly recruited insurance agents primarily via text messaging.
• Monitor agents' progress through the onboarding pipeline, including:
• ○ Exam scheduling
• ○ Exam preparation
• ○ Licensing
• ○ Contracting
• Conduct regular follow-ups (typically every 2–3 days) to keep agents engaged and motivated throughout the process.
• Respond to inquiries and provide the appropriate onboarding information based on each agent's current stage.
• Route qualified prospects to the appropriate next step, including:
• ○ Scheduling follow-up calls
• ○ Sending exam registration information
• ○ Initiating contracting paperwork for licensed agents
• Maintain accurate notes and update all communication records within the company's CRM/database.
• Assist with weekly lead follow-up after Thursday opportunity overview calls.
• Help schedule appointments between interested candidates and leadership when needed.
• Take on additional administrative tasks as the business continues to grow.

Virtual Administrative Coordinator – Agent Onboarding

• Manage the principal's calendar, priorities, and daily workflow.
• Coordinate meetings, appointments, and travel arrangements.
• Monitor schedules and proactively remind the principal of upcoming commitments.
• Prepare meeting summaries, action items, and follow-up communications.
• Screen incoming requests and prioritize urgent matters.
• Act as the primary point of coordination for day-to-day executive support.
• Carry out due diligence and information gathering for business initiatives and investments.
• Solve problems independently by identifying the best available solutions.
• Conduct thorough research on vendors, products, services, and business opportunities.
• Source and compare suppliers, contractors, and specialist service providers.
• Present concise recommendations with pricing, timelines, pros and cons to enable informed decision-making.
• Provide operational support across the family office.
• Coordinate documentation, contracts, and administrative processes.
• Assist with opening financial and trading accounts, ensuring paperwork is completed accurately.
• Maintain organized records and confidential documentation.
• Support operational projects from planning through execution.
• Manage multiple projects simultaneously while keeping stakeholders informed.
• Coordinate with vendors, consultants, and external service providers.
• Track deadlines and ensure projects progress on schedule.
• Source highly specialized service providers when required.
• Coordinate travel, dining reservations, appointments, and lifestyle requests.
• Research and secure difficult-to-obtain reservations, services, or experiences.
• Handle personal errands and administrative tasks with professionalism and discretion.
• Anticipate personal needs and proactively provide solutions.
• Monitor pre-defined market alerts and notify the principal immediately when action may be required.
• Follow established procedures regarding trading thresholds and priority notifications.
• Escalate urgent matters until they receive a response.
• Support administrative requirements related to investment activities.

Senior Executive Assistant

• Manage and maintain the CEO's calendar and schedule
• Coordinate meetings and appointments across multiple stakeholders
• Prioritize and organize daily, weekly, and monthly commitments
• Schedule personal and professional appointments when required
• Monitor calendars and proactively identify scheduling conflicts
• Coordinate travel arrangements and itineraries when needed
• Support general administrative and organizational tasks
• Maintain clear communication and follow-up on action items
• Assist with inbox management and meeting preparation as required

Ecommerce

• Monitor and forecast inventory levels using existing templates
• Plan and execute inventory replenishment
• Place purchase orders with vendors
• Coordinate shipments with freight carriers
• Track inventory movement and ensure lead times are met
• Process customer orders twice daily (morning & afternoon)
• Download order reports and upload into shipping software (ShipStation)
• Generate and organize shipping labels by SKU
• Send sorted labels to warehouse for fulfillment
• Upload tracking numbers back into Walmart
• Review and confirm purchase orders from Walmart
• Coordinate inventory availability with warehouse/vendor
• Schedule and manage carrier pickups
• Generate required documentation:
• Bill of Lading (BOL)
• Advanced Shipment Notice (ASN)
• Invoice
• Maintain inventory levels across all channels
• Track overseas shipments with 60–90 day lead times
• Provide weekly production quotas to vendors
• Assist with pricing and sourcing (manufacturers + freight)
• Accurately enter all transactions into QuickBooks
• Maintain clean and organized financial records
• Daily checks on product listings and ad placements
• Enter inventory received from vendors
• Open and manage cases with Amazon/Walmart when issues arise