Offer summary

Qualifications:

At least 4 years of experience in administrative support and email communication., Strong communication skills, both written and verbal., Ability to take ownership of workflow and improve processes independently., Discretion and trustworthiness in handling sensitive client information..

Key responsibilities:

Manage high-volume inboxes and respond professionally.

Coordinate client onboarding and support sessions.

Assist with scheduling, notes, and follow-up for coaching sessions.

Support outreach efforts and coordinate podcast bookings and guest appearances.

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.