[Hiring] Executive Operations & Concierge Assistant @WeAssist.io

Role Description

Our client is hiring a high-caliber Executive Operations & Concierge Assistant to bring structure, polish, and professionalism to their fast-moving world. You'll act as the operational right hand—balancing executive support, event coordination, and member concierge responsibilities. From managing VIP communication to orchestrating monthly luxury events, your work ensures members enjoy a seamless, five-star experience every time. If you thrive in detail-driven environments, love logistics, and have a passion for supercars and luxury hospitality, this is your lane.

Qualifications

• Exceptional Communication: Fluent written and spoken English with a confident, professional tone.
• High-Profile Experience: Proven experience working with VIPs, executives, or elite clientele; knows how to carry themselves with discretion and polish.
• Operational Excellence: Proven background as an Executive Assistant, Operations Coordinator, or Concierge Assistant.
• Organizational Mastery: Skilled in managing logistics, tracking details, and juggling multiple moving parts without missing a beat.
• Smart & Resourceful: Able to think critically, streamline processes, and build systems that make operations smoother.

Requirements

• Coordinate monthly luxury events (drives, dinners, or networking gatherings) from planning to post-event follow-up.
• Liaise with vendors and venues—request quotes, confirm reservations, and handle all communication.
• Track budgets, record expenses, and log receipts accurately after each event.
• Maintain a simple event Gantt chart or checklist to ensure all milestones are on schedule.
• Oversee post-event details such as sending thank-you messages or surveys to gather member feedback.
• Act as the primary point of contact for 150+ active members, providing personalized assistance and accurate information.
• Monitor and moderate the members-only WhatsApp group, ensuring positive engagement and timely updates.
• Answer general questions, share event details, and communicate any changes or updates to members promptly.
• Manage member requests and follow-ups via text or GoHighLevel to ensure top-tier responsiveness.
• Represent the organization with warmth, professionalism, and an eye for creating memorable experiences.
• Maintain the CRM database, ensuring all member profiles are up-to-date and accurately tagged.
• Support the onboarding of new members—organize welcome kits, confirm details, and coordinate delivery of branded items.
• Track renewal dates, assist with billing-related follow-ups, and update membership statuses as needed.
• Audit the CRM regularly to maintain clean data, accurate tags, and organized communication logs.
• Help refine and document the onboarding and renewal process to improve efficiency.
• Assist in building systems, checklists, and SOPs to streamline internal workflows.
• Maintain organized folders and digital files for quick access to vendor contracts, member data, and event materials.
• Collaborate with executives to align operational processes with the organization's luxury brand experience.

Benefits

• Competitive pay & growth-based raises – Performance is rewarded.
• Access to exclusive luxury events – Be part of rallies, dinners, and experiences few get to see.
• Remote flexibility – Support a U.S.-based team from anywhere.
• Career development – Build your operational and event management expertise.
• Culture that gives back – Work with people who drive for purpose.