Assist World

Executive Assistant

• Assemble and format meeting agendas and board materials
• Coordinate scheduling with board members and stakeholders
• Track action items, deadlines, and follow-ups
• Organize and maintain shared documentation (Google Drive / Google Docs repository)
• Support meeting preparation: confirmations, reminders, context notes, and next steps
• Own calendar management including:
• Scheduling calls/meetings across multiple stakeholders
• Sending clear calendar invites with agendas, dial-in links, and prep notes
• Confirming appointments in advance and preventing scheduling errors
• Manage a high-volume inbox (Gmail) with strong prioritization and triage
• Draft and send emails on behalf of the principal (as requested)
• Maintain transparent communication and flag anything urgent or unclear immediately
• Coordinate personal appointments, household logistics, and errands as assigned
• Provide “context-aware” support: anticipate preparation needs and family coordination
• Help prevent missed details by adding helpful reminders and checklists
• Provide administrative coordination across multiple accounts/portfolios/real estate units (tracking, organization, summaries)

Executive Assistant – High-Trust, Proactive

• Lead and manage complex calendar scheduling across multiple time zones (U.S. & Asia), anticipating conflicts and proactively resolving overlaps.
• Arrange and oversee all aspects of international travel: flights, accommodations, ground transport, and visa documentation—ensuring seamless and cost-efficient itineraries.
• Track, reconcile, and submit executive expense reports; maintain accurate records of travel and business-related expenses.
• Manage high-priority administrative and project-based tasks, including preparation of executive-level documents, presentation decks, reports, and action plans.
• Serve as the primary liaison between executives and internal teams or external stakeholders; coordinate high-level meetings, off-site events, and strategic sessions.
• Prepare agendas, organize virtual and in-person meetings, and ensure all materials are delivered in advance to stakeholders.
• Provide on-demand executive-level support across various departments, ensuring confidentiality and accuracy in all deliverables.

Executive Assistant – Global Scheduling, Travel

Social Media Manager

• Manage and schedule consistent posts across:
• ○ TikTok
• ○ Instagram
• ○ Facebook
• ○ LinkedIn
• Create and manage a posting calendar
• Ensure regular, on-brand posting cadence
• Like, comment, and engage to grow reach and visibility
• Maintain a professional and compliant presence appropriate for mortgage/real estate marketing
• Edit short-form video content (Reels, TikToks, Shorts)
• Add captions/subtitles with accurate English spelling and grammar
• Perform basic video editing:
• ○ Clean cuts
• ○ Simple transitions
• ○ Formatting for different platforms
• Repurpose 1-minute recorded videos into multiple platform-ready assets
• Optimize videos for engagement and platform best practices
• Assist with creating mortgage/real estate–relevant content ideas
• Repurpose existing content into new formats
• Maintain visual and messaging consistency across platforms
• Follow compliance-conscious language appropriate for the mortgage industry

Social Media, Video Content Manager

• Confirm and schedule client appointments with internal accountants
• Call clients to confirm meetings and follow up on requests
• Answer and make outbound calls to Spanish-speaking clients
• Maintain and update client records and notes
• Perform general data entry and administrative support
• Assist with basic CRM or internal system updates
• Categorize expenses in QuickBooks
• Assist with reconciliations and ensuring transactions are properly logged
• Prepare data for accountants
• Send invoices to clients
• Follow up on outstanding payments and reminders
• Ensure services rendered are properly billed
• Prepare and review employee timesheets
• Flag errors or missing information
• Support payroll preparation
• Make outbound calls to existing or referred clients
• Schedule appointments for internal team members
• Request client reviews from satisfied customers
• Maintain professional and friendly communication with clients
• Create simple flyers and informational materials
• Assist with internal newsletters or client communications
• Support marketing team with overflow tasks

Spanish-Speaking Administrative and Operations Virtual Assistant

Ecommerce

• Collect and consolidate product data from multiple internal sources (engineering, pricing, purchasing, marketing)
• Clean, validate, and standardize data for accuracy and consistency
• Prepare master product data files for new product launches
• Maintain high levels of accuracy across thousands of SKUs with technical attributes (dimensions, lumen output, specifications, etc.)
• Ensure data integrity for designer- and customer-facing platforms
• Translate master product data into platform-specific templates for e-commerce partners (e.g., Wayfair, Home Depot, Ferguson, Amazon)
• Adjust columns, attributes, and formatting based on each partner’s unique requirements
• Support onboarding of new e-commerce vendors by preparing compliant data files
• Assist with ongoing updates and corrections to existing partner listings
• Work within the company’s Product Information Management (PIM) system (CATC)
• Support the maintenance and organization of high-level product data
• Collaborate with senior data stakeholders to ensure accurate data flow from PIM to external platforms
• Draft SEO-optimized product titles, descriptions, and key feature bullet points
• Optimize copy for marketplaces such as Amazon, Wayfair, and other e-commerce platforms
• Collaborate with internal teams to align copy with brand guidelines and technical accuracy

E-Commerce Data, Product Information Specialist – Excel Heavy

Administrative Assistant

• Process invoices, follow up on outstanding payments, and ensure vendors are paid accurately and on time.
• Perform monthly reconciliations of bank statements and credit card accounts.
• Assist with payroll processing and maintain accurate employee records.
• Prepare basic monthly financial statements for management review.
• Maintain clean and accurate records within our accounting software.
• Manage incoming mail, monitor the general company email, and order office supplies as needed.
• Organize and maintain digital and physical filing systems to ensure compliance and easy retrieval.
• Act as a point of contact for clients or vendors regarding billing inquiries or basic administrative questions.
• Assist the team with occasional tasks such as coordinating small meetings or updating internal databases.

Bookkeeper – Administrative Coordinator

Video Editor

• Edit short-form and long-form video content for marketing and social media
• Work on storytelling content, branded content, and client-facing videos
• Apply clean, professional cuts that enhance pacing and clarity
• Perform accurate color grading for all video outputs
• Add captions with correct grammar, spelling, and timing
• Ensure final videos meet brand and client standards
• Deliver short-form video edits within 2–3 hours per video (on average)
• Manage multiple video requests throughout the day
• Avoid excessive time spent on single edits unless clearly scoped
• Communicate immediately if a task will exceed expected timelines
• Maintain fast and professional response times during working hours
• Communicate primarily via Slack and Lark
• Take direction clearly and ask clarifying questions when needed
• Work closely with internal team members and other editors
• Use own preferred video editing software (e.g., Premiere Pro, Final Cut, DaVinci Resolve, etc.)
• Log into and work within company tools and CRM systems as required
• Adapt quickly to internal workflows and content standards

Video Editor – Full-Time

• Provide comprehensive support to attorneys and help maintain operational flow.
• Manage case files, complex calendaring, client invoicing, and vendor relations.
• Create calendar invites, monitor deadlines and assist with attorney travel arrangements.
• Document meeting notes, track actionable items, and manage task management system.
• Handle invoicing, file sharing, and client interactions professionally.
• Enter firm and client expenses; assist with billing and follow-ups on invoices.
• Coordinate with vendors and implement process improvements for efficient workflows.

Legal Administrative Assistant

Business Operations

• Maintain all creator and vendor contracts, invoices, and payment documentation in Google Drive
• Ensure PEAs and contracts are fully countersigned prior to any payment processing
• Create and update contracts using approved templates on an ad hoc basis
• Review influencer invoices against contracts and scopes of work
• Review vendor invoices, route for approval, and submit to Accounting
• Cross-check invoice legitimacy and troubleshoot payment issues or delays
• Monitor pending bills in Bill.com and escalate issues when necessary
• Notify stakeholders when payments are ready for approval and scheduling
• Execute approved payments via credit card when required
• Organize photoshoot and creative assets across Google Drive and Figma
• Set up and manage email and Slack access for team members
• Troubleshoot platform and access-related issues
• Provide support for calendar management, travel booking, and logistics as assigned

Business Operations, Accounts Coordinator

• Repurpose long-form video content into Pinterest pins, YouTube Shorts, and short-form video formats
• Upload and format content for different platforms using provided assets
• Maintain consistency in branding and tone
• Organize and manage a content library
• Convert video content or outlines into blog posts (AI-assisted is acceptable)
• Upload and format blog posts in WordPress
• Insert and update affiliate links (training provided)
• Ensure content is clean, organized, and properly linked
• Assist with drafting and organizing email campaigns
• Repurpose existing content into email-friendly formats
• Support basic email marketing workflows
• Assist with organizing content ideas and drafts
• Support scaling initiatives as the business grows
• Help reduce workload so the founder can focus on strategy and growth

Social Media & Content Virtual Assistant – Travel, Lifestyle

• Support a small business owner in scheduling, follow-ups, reporting, and administrative tasks
• Track follow-ups from meetings and ensure action items are completed
• Maintain accurate meeting notes and send recaps
• Assist with scheduling and calendar management
• Check timesheets and report how team members spend their time
• Review reports to confirm they are accurate, timely, and complete
• Screen and prioritize emails for the business owner
• Organize information and structure tasks to reduce oversight gaps
• (Future scope) Assist with invoicing and financial reporting

Executive Assistant – Operations, Admin Support

• Own inbox triage and calendar management
• Schedule all appointments, inspections, photography, and meetings
• Maintain CRM accuracy: data entry, tagging, segmentation, notes
• Build and manage checklists for listings, escrows, and repeat processes
• Track deadlines, contingencies, and escrow milestones
• Manage DocuSign, disclosures, and compliance files
• Perform transaction coordination for buyer and seller transactions
• Track expenses, invoices, and receipts
• Create and maintain SOPs and internal documentation
• Prepare weekly status reports and priority summaries for the agent
• Coordinate all pre-listing activities remotely
• Order inspections, staging consults, photography, video, drone
• Gather and organize seller disclosures
• Enter and update MLS listings accurately
• Draft MLS descriptions and marketing copy for agent approval
• Build property websites and upload all media
• Proof all marketing materials before release
• Manage showing instructions and feedback
• Prepare neighborhood stats, disclosures packets, and pricing docs
• Track listing timelines and ensure deadlines are hit
• Create, schedule and publish social media posts across all channels
• Write marketing captions and copy
• Create graphics and marketing assets using tools like AI, Canva, and Adobe
• Using Opusclip, edit videos and upload to all platforms like YouTube and other social channels
• Format and send email newsletters and market updates
• Coordinate print materials and farming mailers
• Maintain website updates and blog posts
• Manage Google Business profile updates
• Request, track, and post client reviews
• Track basic marketing performance metrics
• Handle inbound leads (Zillow, Realtor.com, website, referrals)
• Pre-qualify leads via email/text and schedule consults
• Prepare CMAs and buyer/seller packets for review
• Draft follow-up emails after client meetings
• Manage client touchpoints (birthdays, anniversaries, home value updates)
• Coordinate closing gifts (ordering, shipping, timing)
• Prepare buyer tour itineraries and moving checklists
• Track referrals and follow-up timelines
• Coordinate open house scheduling
• Prepare open house marketing materials
• Assign and schedule local runner or open house host
• Collect sign-in data and enter into CRM
• Execute follow-up campaigns after open houses
• Maintain pipeline dashboards and deal tracking
• Track KPIs and production metrics
• Monitor listing inventory and market activity
• Research competitors and comparable listings
• Assist with listing presentations and pricing strategy docs
• Research tools, vendors, and tech platforms
• Act as project manager across all active deals

Real Estate Virtual Assistant

• Prepare and send travel quotes, confirmations, and documentation
• Manage general administrative tasks and backend workflows
• Keep internal systems and records organized and up to date
• Support day-to-day business operations during busy and quiet periods
• Respond to client inquiries via email and messaging platforms
• Participate in WhatsApp group chats and respond on behalf of the business when needed
• Provide timely, professional, and service-oriented communication
• Ensure no client requests or follow-ups are missed
• Research destinations, accommodations, and experiences
• Assist with itinerary preparation and travel-related logistics
• Support flight-related admin, including check-ins and confirmations
• Organize and maintain client information in the CRM (Zoho)
• Ensure backend systems are accurate, structured, and easy to navigate
• Help keep the business owner organized across tools and platforms
• Assist with basic bookkeeping tasks using Xero (Nice-to-Have)
• Support transaction tracking and financial admin (non-accounting role) (Nice-to-Have)
• Help prepare records for future bookkeeping needs (Nice-to-Have)
• Assist with light social media and email marketing during quieter periods
• Contribute ideas or improvements if experienced in the travel industry
• Potential to support shared administrative tasks for an additional business in the future (with transparency and agreement)

Virtual Assistant – Travel Operations, Administrative Support

• Email & Inbox Engineering: Mastery of inbox zero. You will filter, prioritize, and draft responses for executive correspondence, ensuring no high-priority item slips through the cracks.
• Workflow Automation: Build and maintain seamless integrations between platforms using Zapier and Monday.com to reduce manual tasks.
• Project & Ticket Management: Oversee complex project boards in Monday.com, ensuring all 'tickets' or tasks are assigned, tracked, and brought to completion.
• Proactive Follow-ups: Managing the executive’s 'waiting on' list—systematically following up with internal and external stakeholders to ensure deadlines are met.
• Administrative Sovereignty: Operating with high autonomy. You are expected to solve problems and make logistical decisions without constant oversight.

Executive Virtual Assistant – C-Suite Support

Customer Success Manager

• Build and optimize funnels, landing pages, and complex workflows/triggers within GoHighLevel.
• Create and deploy snapshots, manage custom fields, and ensure data integrity across sub-accounts.
• Act as the "glue" between GHL and our other technical tools, ensuring seamless data flow and API connectivity.
• Troubleshoot software glitches, investigate automation failures, and find creative workarounds for platform limitations.
• Rapidly learn and document new software or platforms as they are integrated into our business operations.
• Assist in the setup of email/SMS marketing sequences and lead capture systems.