Executive Assistant

This is a remote position.

Job Description: Executive Assistant
Work Hours: 20 hours per week
Start Date: ASAP
Location: Remote

We are an established and growing health and fitness coaching business looking for an experienced Virtual Assistant / Client Success & Operations Assistant to support the day-to-day administration and operations of the business.

This is a varied role suited to someone who is highly organised, tech-savvy, proactive and confident working across multiple systems. Previous experience working as a Virtual Assistant or Executive Assistant is highly desirable.

Key Responsibilities

The role will include:

• Managing and preparing Google Docs and Google Sheets
  

• Email inbox management and responding to administrative and client enquiries
  

• Calendar and appointment management
  

• Customer service and client administration
  

• Payment management through Stripe, including monitoring payments and following up overdue accounts
  

• Managing and maintaining internal systems and databases
  

• Creating and maintaining Notion pages and templates
  

• Managing and troubleshooting basic Zapier automations as required
  

• Completing administrative client tasks within Trainerize (Coaching App) and maintaining relevant client records and spreadsheets
  

• Assisting with client onboarding and other client success processes
  

• Managing social media DMs and responding to enquiries
  

• Lead nurturing and assisting with sales conversations via DMs
  

• Supporting email marketing and administration through MailerLite
  

• Supporting administration within our Skool community
  

• Basic podcast administration, including preparing episode descriptions, uploading episodes to Spotify for Creators and YouTube, and scheduling/publishing episodes
  

• Completing basic Canva design tasks as required
  

• Assisting with other administrative and operational tasks associated with the delivery of our coaching services as required
  

Systems & Software

Ideally, you will already be confident using most of the following:

• Google Docs
  

• Google Sheets
  

• Google Drive
  

• Gmail
  

• Google Calendar
  

• Canva
  

• WhatsApp
  

• Zapier
  

• Stripe
  

• Notion
  

• MailerLite
  

• Skool
  

• Instagram
  

• YouTube
  

• Spotify for Creators
  

• Experience with Trainerize is beneficial but not essential, as training can be provided.
  

Requirements

Skills & Experience

Required:

• Excellent written and spoken English
  

• Strong attention to detail
  

• Excellent organisation and time-management skills
  

• Confidence learning and working across different software platforms
  

• Ability to follow processes and SOPs accurately
  

• Strong written communication and customer service skills
  

• Ability to work independently, take initiative and problem-solve
  

• High level of reliability and accountability
  

• Previous experience in a VA, EA, administration, operations or similar support role
  

• Highly regarded but not essential:
  

• Experience within the health, fitness or online coaching industry
  

• Marketing experience
  

• Sales experience
  

• Lead nurturing and DM sales experience
  

• Experience supporting an online service-based business
  

• Experience with Trainerize
  

• Hours
  

• Approximately 20 hours per week, with agreed core availability to allow for communication and collaboration with our Australian-based team.
  

There may be an opportunity for the role and hours to grow over time as the business continues to expand.

About You

You’re someone who genuinely enjoys making things run smoothly behind the scenes. You’re organised, efficient and detail-oriented. You communicate professionally and warmly with clients and staff, are comfortable juggling multiple priorities, and take ownership of your responsibilities. You enjoy systems, organisation and problem-solving and are confident learning new platforms when required.

You’ll be joining a growing business and team, so we’re looking for someone who wants to become a trusted long-term part of our operations.