Executive Assistant

A Snapshot of WFS Group:

WFS Group is a fast-paced, high-performance sales agency that provides “done-for-you” sales services to leading brands in the alternative education space. Think of a growth marketing agency—except instead of generating leads, we close them. Our clients outsource their sales departments to us so we can help them scale faster, increase revenue predictably, and transform more lives. We serve fast-growing companies that offer high-ticket educational programs—everything from real estate investing and business consulting to M&A and sales training. We believe the right information, sold to the right person at the right time, can change lives. We’re the team responsible for making that happen at scale—and the Director of Sales Operations is the architect behind the scenes.

Position Overview

The Executive Assistant to the CEO is not your typical admin role — this is a force multiplier position designed to unlock capacity, clarity, and efficiency for the CEO. You’ll be the operational backbone behind the scenes: managing communications, coordinating calendars, orchestrating deliverables, and ensuring every moving part of the business runs seamlessly.

If you thrive on structure, find joy in getting things done before anyone even asks, and can turn chaos into clockwork — you’ll feel right at home here.

You’ll manage everything from calendar control and inbox organization to CRM updates, client care, reporting, and personal errands — all while protecting the CEO’s most valuable asset: focus. Your mission is to create the conditions for deep work, strategic thinking, and fast execution.

This role isn’t for someone who wants to check tasks off a list. It’s for someone who wants to create leverage that drives ROI across the business.

You SHOULD Apply If You:

• Thrive in fast-paced, high-performance environments where priorities change quickly

• Love building order out of chaos and creating clean, repeatable systems

• Treat communication like a sport — fast, accurate, and always on point

• Are obsessed with organization and follow-through

• Have experience managing inboxes, calendars, and task systems for executives

• Know how to protect your leader’s time like it’s gold (because it is 💎)

• Are tech-savvy and fluent in GSuite and modern productivity tools

• Can think ahead — not just react — and anticipate needs before they’re spoken

• Are comfortable managing both business and personal tasks with discretion and professionalism

• See yourself as a strategic partner, not a note-taker

You SHOULD NOT Apply If You:

• Need constant direction or struggle with prioritization

• Find repetitive tasks boring instead of seeing them as opportunities to optimize

• Prefer to “just follow instructions” rather than proactively improve systems

• Get overwhelmed by shifting priorities or real-time demands

• Aren’t comfortable working in a remote, fast-moving, high-accountability culture

• Don’t naturally take ownership or hold yourself to the highest standards of accuracy and follow-through.

Major Roles & Responsibilities

Communication & Coordination

• Manage all CEO communication channels (email, Slack, phone) with speed, discretion, and precision

• Filter, categorize, and clean inboxes for clarity and action

• Manage, update, and coordinate the CEO’s calendar — meetings, invites, reminders

• Serve as gatekeeper and prioritization filter for incoming requests

Client & Team Support

• Coordinate follow-ups, thank-you messages, and client touchpoints

• Track and organize communication across multiple stakeholders using the Partnership 101 matrix

• Maintain conversation trackers and ensure all follow-ups happen on schedule

Reporting & Documentation

• Create and maintain weekly, monthly, and quarterly reports (performance, initiatives, KPIs)

• Take meeting notes, summarize deliverables, and manage action item follow-up

Operational Excellence

• Manage files, documents, and data in GDrive and GSheets

• Maintain SOPs and help improve workflows for efficiency

• Support bookkeeping tasks — expense consolidation, receipts, and reports

• Manage outreach projects (e.g., podcasts, partnerships, speaking opportunities)

Personal Assistance

• Coordinate travel - booking flights, hotels, and itineraries

• Manage personal errands (online purchases, gifts, reservations, etc.)

• Update and post on personal social media accounts when needed

Core Outcomes (What Success Looks Like)

• CEO inbox maintained at <5 actionable emails daily

• Calendar conflicts eliminated and meetings running on-time, fully prepared

• 100% follow-up compliance using the Partnership 101 matrix

• Weekly and monthly reports delivered on schedule with accurate data

• Communication speed-to-response within 15 minutes during working hours

• Executive efficiency metrics consistently improving (tracked via Hubstaff + Avoma reports)

This Role Is Built For Someone Who...

• Finds genuine satisfaction in operational excellence

• Sees the “small stuff” as the secret to big results

• Balances detail orientation with big-picture understanding

• Communicates with confidence, clarity, and grace - even under pressure

• Treats confidentiality and reliability as non-negotiables

In short: this is not a task-ticking job - it’s a high-trust, high-impact partnership role designed to multiply the output of the CEO and the company.

If you get energized by building systems, streamlining chaos, and being the unseen engine that keeps everything running smoothly, you belong here.