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 coaching management system, including client onboarding, engagement offboarding and coach record maintenance.
• Keep clients, coaches and the internal team informed and aligned.
• Own timely internal communications.
• Set up and manage logistics for coaching courses and group leadership programs.
• Support students and participants to stay on track and succeed.
• Prepare client proposals using existing templates and improve templates over time.
• Build and format materials in Canva and Google Slides.
• Lead a weekly check-in with the founder.
• Create and maintain living SOPs for owned responsibilities.
• Identify gaps and inefficiencies and propose practical fixes.

• 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.
• Experience administering online courses or learning management systems.
• Experience preparing proposals or sales materials.
• Experience working with nonprofits or mission-driven organizations.
• Experience writing and maintaining SOPs.
• Comfortable using AI tools to work faster and smarter.
• Familiarity with Google Workspace, Slack and Zoom.

• 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