Offer summary

Qualifications:

At least 4 years of experience in administrative support and email communication., Excellent communication skills, both written and spoken., Strong organizational skills with a proactive workflow ownership mindset., Discretion and trustworthiness in handling sensitive information..

Key responsibilities:

Manage high-volume inboxes and respond professionally.

Handle client onboarding, scheduling, and support tasks.

Coordinate podcast bookings and guest interviews.

Support outreach efforts and improve internal processes.

Job description

Position Available: Senior Virtual Assistant
Location: Remote; Sri Lanka
Hours: Full-time - 5:30am - 1:30pm, IST Colombo time

Are you a sharp, dependable, and discreet professional with a talent for handling sensitive communications and high-volume admin tasks? Do you excel in supporting individuals who are highly visible, fast-paced, and expect excellence?

We’re looking for a Senior Virtual Assistant to work 1:1 with a high-profile client - a coach and public figure with a strong social media presence. In this role, you’ll be the client’s right hand, managing inboxes, scheduling, onboarding, outreach, and more - ensuring nothing slips through the cracks and everything runs smoothly behind the scenes.

Your main responsibilities and experience:

Email & Admin Coordination: Manage high-volume inboxes with professionalism and discretion. Filter, respond, flag priorities, and ensure timely follow-ups.
Client Onboarding & Support: Own the full onboarding process - from sending agreements and worksheets to scheduling the first session and ensuring all necessary information is collected.
Session Support & Scheduling: Take clear and accurate notes during or after coaching sessions. Manage calendars and send out follow-up messages, reminders, or resources.
Podcast & Guest Booking: Help coordinate bookings for podcast appearances and guest interviews, and ensure smooth communication before and after each session.
Outreach & Personal Brand Engagement: Support outreach efforts via LinkedIn and other platforms to build the client’s presence and network. Respond to inbound opportunities with professionalism.
Workflow & Process Management: Maintain and improve internal processes. You’ll be expected to take ownership, be resourceful, and help build structure where needed.

What your profile will look like:

Must have 4+ years of experience with strong email communication and outreach capabilities.
Must have Excellent communication skills: You write clearly, speak professionally, and know how to communicate on behalf of someone else with confidence and care.
Must have a Workflow ownership mindset: You don’t wait to be told what to do next. You organise, improve, and take responsibility for the day-to-day.
Must have Discretion and trustworthiness: You’ll be managing sensitive client communication and acting as a representative of the client.
Preferred - Experience in the coaching or personal brand space: You understand the fast-moving, often reactive nature of working with online brands and public figures.
Highly desirable - Process and systems skills: You’re comfortable using Google Workspace, CRMs, Management software, podcast scheduling tools, and calendars.

Benefits of joining the Elephant Teams family:

Fully Remote Work: WFH, always. We provide all the equipment you need to succeed.
Competitive Compensation: A salary package that reflects your experience and level of responsibility.
Team Events: Join our Sri Lanka-based community for regular in-person team gatherings.
Professional Growth: Work directly with a high-profile personal brand, refine your executive support skills, and grow in a fast-paced, international environment.