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Administrative & Operations Assistant (Online Coaching Business)
Overview
About Us
We are a high-impact, mission-driven online coaching business led by a top-tier love and relationship coach with 23+ years of experience helping high-achieving women find lasting, soulful partnerships. We run both high-ticket and low-ticket coaching programs and are looking for a proactive, resourceful Administrative & Operations Assistant who can create calm in the chaos, execute systems, and stay two steps ahead.
This is not an entry-level role. We’re looking for someone with experience supporting entrepreneurs or coaches in the online space, who thrives in a fast-paced environment, and who is ready to grow into a full-time position if needed.
Core Responsibilities
Administrative Support
Manage calendar and schedule Zoom calls for client sessions, team meetings, and events.
Send timely reminders and follow-up emails.
Maintain organized digital filing systems in Google Drive.
Manage and respond to client support tickets and inquiries.
Draft, format, and send professional communications.
Monitor and maintain task boards (ClickUp or Monday.com).
Client Onboarding & Engagement
Welcome new clients and provide onboarding materials.
Add/remove clients from Skool, Facebook groups, Zoom rooms, etc.
Track program deliverables and milestones.
Collect testimonials and client feedback.
Tech & Platform Management
Navigate and troubleshoot platforms including Zoom, GHL, Skool, and more.
Create and update automations and pipelines in GoHighLevel.
Set up email campaigns, tags, triggers, and appointment workflows.
Monitor platform integrations (Zapier, Stripe, Calendly, etc.).
Format and publish events or content across Skool, Facebook, and email.
Upload and format course content (PDFs, videos, lessons, etc.).
Marketing & Launch Support
Assist with both low-ticket and high-ticket offer launches.
Coordinate live webinars or Q&A sessions.
Track lead performance and engagement metrics (CTR, signups, bookings).
Tag and sort leads based on behavior.
Upload and schedule content across platforms.
Proactive Project Management
Execute recurring weekly and monthly tasks without micromanagement.
Keep projects and deadlines on track using ClickUp or Monday.com.
Anticipate needs and address issues before they arise.
Continuously optimize internal processes for efficiency.
Tools You’ll Use (or Learn Quickly)
GoHighLevel, ClickUp/Monday.com, Skool, Facebook Groups, GHL Campaign Builder, Zoom, Loom, Stripe, Google Drive, Dropbox, Zapier, Calendly.
What We’re Looking For
Experience working with a coach or in the coaching industry (bonus: dating/love/life coaching).
Familiarity with coaching programs, lead magnets, and evergreen funnels.
Strong tech skills and the ability to learn new platforms quickly.
Highly organized, fast-thinking, and resourceful.
Ability to work autonomously and take full ownership of tasks.
Understanding of client experience and how backend systems support it.
Soft Skills That Matter
Anticipates needs without being asked.
Clear and confident communicator.
Calm under pressure and solution-oriented.
Quick learner and self-starter.
Takes pride in delivering quality work the first time.
Compensation & Structure
$30/hour as a contractor (LLC required or willingness to obtain one).
5–6 hours/day to start, with potential for full-time.
Fully remote position.
How to Apply
Send the following with your application :
Your resume or portfolio.
A short cover note or Loom video sharing why this role excites you.
(Optional) Links to work samples or platforms you’ve managed.