Executive Assistant – Operations and Client Support

• Manage the founder’s calendar and schedule calls across clients, coaches and internal team members.
• Coordinate meetings, sessions and programs involving multiple participants.
• Administer the firm’s coaching management system, including client onboarding, engagement offboarding and coach-record maintenance.
• Keep clients, coaches and the internal team informed and aligned.
• Own internal communications and ensure updates are sent on time.
• Set up and manage logistics for coaching courses and group leadership programs.
• Support students and participants so they stay on track and succeed.
• Prepare client proposals using existing templates and improve those templates over time.
• Build and format materials in Canva and Google Slides.
• Lead weekly check-in meetings with the founder.
• Create and maintain living SOPs for owned responsibilities.
• Identify gaps, inefficiencies and inconsistencies and propose practical solutions.

• At least 3 years of experience as an Executive Assistant, Operations Assistant, Virtual Assistant or in a similar support role.
• Excellent written and spoken English (C1 or above).
• Strong experience with calendar management and multi-party scheduling.
• Comfortable learning and administering new software systems, such as a CRM, client management tool or learning platform.
• Working knowledge of Canva and Google Slides.
• Clear, professional written communication for both clients and internal teams.
• Proactive and solution-oriented: you ask good questions, flag what doesn’t make sense, and suggest what to do about it.
• Comfortable working with some ambiguity in a small, growing business.
• Responsive and timely during agreed working hours that overlap with US Central Time.
• Reliable high-speed internet and a quiet home office setup.
• Experience supporting a coaching, consulting, training or education business is a nice-to-have.
• Experience administering online courses or learning management systems is a nice-to-have.
• Experience preparing proposals or sales materials is a nice-to-have.
• Experience working with nonprofits or mission-driven organizations is a nice-to-have.
• Experience writing and maintaining SOPs is a nice-to-have.
• Comfortable using AI tools to work faster and smarter is a nice-to-have.
• Familiarity with Google Workspace, Slack and Zoom is a nice-to-have.

• International experience
• Opportunity to work remotely from anywhere
• Supportive and collaborative team environment
• Learning and development opportunities
• Potential Performance Bonuses
• PTO
• HMO after 3 months