Job Description
Hiring: Part-Time Project Manager - Remote
🚀 About the Client 🚀
🏛️ 10+ years of business advisory excellence helping entrepreneurs build, grow, and sell their businesses for an extraordinary price.
🧭 Architects and Strategists rolled into one — they guide clients through a proven process uniquely tailored to each business.
👥 Serving an active roster of 10 clients across a wide range of industries, with each engagement spanning 2 to 10 years and treated as a distinct, ongoing project.
⚖️ Led by a powerhouse father-daughter duo with over 30 years of combined expertise in law, finance, and business consulting — bringing deep credibility and a personal touch to every client relationship.
🌟 Mission-driven at the core — their goal is to help you build a self-managing, turn-key business so you can enjoy an extraordinary sales price on exit.
🌟 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.
⚒️ Key Responsibilities of the Project Manager 📝
🗂️ Client Project Management & Client Mapping
✅ Partner Accountability & Follow-Through
📊 Routine Reporting & Communication
📝 Meeting Preparation & Action Item Extraction
⚙️ System Organization & Tech Maintenance
🤝 Client Onboarding & Admin Support
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 a Project Manager? 🏢
Our client is hiring a Part-Time Project Manager to take complete ownership of the back-end operations for their growing advisory firm. With an active roster of 7–10 clients — each at different stages of a 2-to-10-year engagement — they need a highly detail-oriented professional who can keep every project moving without being told what to do next. The biggest challenge they've faced is a lack of follow-through: missed weekly recaps, untracked action items, and an over-reliance on leadership to drive day-to-day coordination. That stops with you. This role isn't about managing people — it's about managing the system. You'll track every deliverable, own every recap, hold the partners accountable, and make sure nothing slips through the cracks.
If you're a proactive, systems-minded professional who thrives on structure, loves checking things off, and takes pride in being the most reliable person in the room — this role could be a great fit for you. ✨
✅ Qualifications:
Must-Haves:
- 🎯 Ironclad Reliability– Non-negotiable. This team needs someone who follows through every single time, without exception.
- 🔍 Extreme Attention to Detail– You catch what others miss and maintain meticulous records across multiple active client projects.
- ⚡ Highly Proactive & Self-Sufficient– You don't wait to be told what to do. You anticipate needs, flag issues early, and drive things forward independently.
- 🤖 Comfort with Repetitive, Systematic Work– This role involves consistent, recurring workflows. You find satisfaction in routine excellence, not novelty.
- 🧠 Autonomous Working Style– You're comfortable operating with minimal supervision, managing your own priorities, and proactively communicating updates without being asked.
Nice-to-Haves:
- 🤖 AI Integration Skills (Bonus)– Experience using AI tools to streamline organizational workflows and improve efficiency.
- 📈 Financial or Business Sector Background (Bonus)– Industry context is helpful but not required — the client values extreme organization above all else.
Your responsibilities include:
🗂️ Client Project Management & Client Mapping
- Own the full project management lifecycle for 7–10 active clients, each at a different stage of a 2-to-10-year engagement
- Develop and maintain a detailed "client map" for each individual, treating every client relationship as a separate, ongoing project
- Track the exact status of all client deliverables — including estate planning, personal balance sheets, business coaching, insurance reviews, and unique abilities tracking
- Monitor what steps have already been completed and proactively identify the next logical actions based on each client's progress
- Track exactly whose court the ball is in at all times — whether the firm is waiting on the client, a partner, or an external professional
✅ Partner Accountability & Follow-Through
- Hold the partners accountable by ensuring every promise made during client meetings is tracked, assigned, and confirmed as complete
- Proactively tell the partners what they need to prioritize and execute each week — you drive the agenda, not the other way around
- Follow up with lawyers, accountants, and third-party professionals to track the status of outsourced client tasks
- Ensure leadership never has to chase down their own to-do list — that's your job
📊 Routine Reporting & Communication
- Deliver a Monday Recap at the start of each week: outline what the partners committed to doing, who they are waiting on, and what must be completed by Friday
- Deliver a Friday Recap at the end of each week: summarize what was accomplished and what remains outstanding
- Prioritize post-meeting recaps and weekly summaries over daily check-ins — quality updates over quantity
📝 Meeting Preparation & Action Item Extraction
- Prepare the partners before every bi-weekly client meeting so they're fully briefed on what was last discussed and where each client sits on their map
- Review call recordings via ReadAI to extract notes, action items, and key decisions — live attendance on calls is rarely required
- Log all action items and outstanding tasks, ensuring every deadline is tracked and nothing falls through the cracks
⚙️ System Organization & Tech Maintenance
- Keep project statuses strictly updated in Notion for meeting notes and workflow tracking
- Create and maintain a simplified, shared Google Doc that tracks client statuses — accessible at a glance without requiring technical expertise
- Keep all systems clean, consistent, and easy to navigate — and proactively explore how AI tools can improve organizational workflows
🤝 Client Onboarding & Admin Support
- Manage the onboarding flow for new clients: create and send contracts via Dubsado, distribute onboarding forms, and collect initial documents
- Meticulously organize all signed contracts and collected documents into individual client folders in box.com
- Coordinate scheduling and send calendar invites for three-way meetings involving the firm, the client, and third-party professionals (accounting or law firms)
- Send documents to clients only when directed by the partners — this is a back-end operations role, not a client-facing one
🏡 Want to Know More About the Client?
Our client is a boutique business advisory firm that has spent over a decade helping entrepreneurs do something most only dream about: build a business so strong, so self-managing, and so strategically positioned that selling it becomes an extraordinary win. Part architect, part strategist, and part project manager, the firm takes a highly customized approach to every client relationship — each engagement is uniquely designed around what that business owner needs to assess and selll their company for maximum value.
At the heart of the firm is a deeply trusted father-daughter partnership, backed by more than 30 years of combined expertise in law, finance, and business consulting. They serve an active roster of around 10 clients at any given time, meeting twice a month and committing to engagements that often span years — because real, lasting transformation doesn't happen overnight. If you're someone who values meaningful work, intimate team culture, and the chance to be the operational backbone of something truly impactful, this is the environment for you. 🌟
Culture and Core Values:
This is a small, intimate, and deeply human team — just two partners who operate on the front-end with clients and rely on their back-end support to keep everything running smoothly. Meetings are minimal, communication is direct, and the culture is built entirely on trust.
- 🤝 Trust Above All– Trust and understanding are valued more than speed or progress. This team moves thoughtfully, not just quickly.
- 💎 Integrity in Everything– What you say is what you do. Every commitment is meant to be honored, and that standard applies to everyone on the team.
- ❤️ We Take Care of Each Other– This team is generous to its core — bonuses, training investment, and genuine care for the people they work with.
- 🏆 Win Together, Play Together– Success is shared. When the firm grows, you grow — in salary, in opportunity, and in celebration.
This is the kind of team that invests in you, cheers for you, and makes sure the work you do here sets you up for an incredible career beyond. 💯
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:
- 📚 Training & Development– The client actively invests in their team's growth and training.
- 🤝 High-Trust, Low-Micromanagement Environment– Work with leaders who value independence and initiative. You'll be empowered to own your role completely.
- 🌎 Fully Remote & Flexible– Work from anywhere during your 4-hour daily window, with the freedom to take on other part-time work outside these hours.
- 🧠 Meaningful, High-Impact Work– You'll be the operational engine of a firm that genuinely changes business owners' lives — that matters.
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 🏆
Time
- Part-time; 4 hours/day. Options: 9:00 AM – 1:00 PM PT or 10:00 AM – 2:00 PM PT (aligned with both Pacific and Eastern Time)
- This is a remote position so you can have the freedom to work from anywhere
Miscellaneous
- Attire - business casual when in meetings
- Professional setup
- Clean background
- Good camera
- Good microphone
- Strong wifi
Tech Stack
- 🤖 ReadAI
- 📦 box.com
- 📄 Google Docs / Google Suite
- 📋 Dubsado
- 💬 iMessage
- 📒 Notion (Nice-to-Have)
- ✅ Asana / Monday.com / ClickUp (Nice-to-Have)
- 📊 GoHighLevel (Nice-to-Have)