Experienced Virtual Assistant

Full Job Description

I’m a busy CEO, business coach, and founder building a high-ticket coaching brand (Biz Whiz Academy / Empire Builder) alongside a fast-moving education company. I’m hiring an experienced, proactive Virtual Assistant to help keep me organized, protect my time, and support the day-to-day operations of my online coaching business—from inbox + calendar to social media, client support, and marketing execution.

This is not an entry-level VA role. I need someone who is highly dependable, tech-forward, and calm under pressure, with strong English and experience supporting a CEO with a public-facing brand.

Location / Schedule

• Remote (Latin America preferred)
• Must overlap at least 4 hours with Arizona time (America/Phoenix)
• 20–40 hours/week depending on fit (opportunity to grow)

How to Apply

Please submit:

1. A short video intro (who you are + why you’re a fit)
2. Your resume/LinkedIn
3. A brief list of tools you’ve used (especially GoHighLevel + Meta)
4. 2–3 examples of similar work (screenshots/links: workflows, dashboards, content, funnels—redacted is fine)
5. Your availability + timezone
6. Answer these questions:
   • What type of CEO support do you do best?
   • Describe your GoHighLevel experience (pipelines, workflows, calendars, forms, etc.).
   • How do you handle high volume DMs while keeping a warm brand voice?
   • What does “proactive” look like in your day-to-day work?

Job Responsibilities

CEO Support + Admin

• Own my inbox: triage, draft replies, flag priorities, follow up, keep threads moving
• Calendar management: scheduling, confirmations, reschedules, reminders, meeting prep
• Create and maintain weekly CEO dashboard: priorities, deadlines, launch tasks, “waiting on,” metrics
• Document management: Google Drive organization, SOPs, templates, trackers
• Light bookkeeping support (invoicing follow-ups, receipts organization, basic recon)

Social Media + Community (IG/FB primarily)

• Respond to DMs/comments with my brand voice (warm, polished, faith-friendly)
• Manage inquiry flow: qualify leads, share links, send voice-note drafts for approval when needed
• Post content (reels/posts/stories), schedule ahead, ensure consistency
• Repurpose content: podcasts/videos → clips, captions, carousels, email snippets
• Monitor engagement, report what’s working, and keep a content calendar moving

Marketing + Tech (Meta + GoHighLevel)

• Support/execute Meta tasks (basic ad ops support, audience/assets organization, reporting)
• Build and manage inside GoHighLevel (GHL):
  • Pipelines, calendars, forms, workflows/automations, tags, email/SMS sequences
  • Appointment reminders, nurture sequences, missed-call text, lead routing
• Assist with landing pages, offers, and simple funnel updates
• Coordinate launches: deadlines, assets, emails, posts, links, QA checks

Design + Content Publishing

• Create on-brand graphics in Canva (posts, stories, simple carousels, workshop/retreat promos)
• Format and publish content across platforms (IG, FB, email, community spaces)
• Keep brand assets organized; ensure consistency with existing brand guides

Client Experience + Customer Support

• Welcome/onboard new coaching clients (emails, access, links, trackers)
• Manage support inbox/messages: quick responses, issue resolution, escalation when needed
• Maintain client rosters, call schedules, reminders, and resource libraries
• Help deliver a high-touch experience for premium clients (polished, fast, caring)

Tools You Must Be Comfortable With

• GoHighLevel (required)
• Meta Business Suite (and/or Ads Manager familiarity)
• Canva, Google Drive/Docs/Sheets, Gmail, Google Calendar
• Project management: Asana / ClickUp / Trello (we’ll choose one)
• Loom, Slack, Zoom
• Bonus: Kajabi/Teachable/Skool/Circle, Zapier/Make, ManyChat

What Success Looks Like (90 Days)

• My calendar + inbox feel under control and protected
• Content is consistently posted and scheduled
• DMs are handled quickly and professionally; leads are organized in GHL
• Client support is responsive and high-touch
• SOPs exist for recurring tasks so nothing lives only in my head

Job Requirements

Qualifications

Required:

• 3+ years experience as a VA/EA supporting a busy CEO or online business owner
• Strong written and spoken English
• Proven experience supporting online coaching / digital offers
• GoHighLevel experience (hands-on)
• Organized, proactive, quick learner, excellent follow-through
• Professional discretion (you may have access to client/customer information)

Preferred:

• Latin America-based (timezone + cultural fit)
• Experience with digital marketing operations (content workflows, funnels, basic reporting)
• Comfortable with faith-friendly brands and values-based messaging
• Experience supporting launches, retreats, events, or high-ticket sales processes

Personality Fit

You’ll thrive here if you are:

• A self-starter who anticipates needs and proposes solutions
• Calm, kind, and confident communicating with clients and leads
• Detail-obsessed (you catch broken links, missing attachments, wrong times)
• Able to keep momentum without needing daily hand-holding
• Loyal and long-term oriented

Compensation

• Competitive hourly rate based on experience (Latin America market-aligned)
• Performance-based increases and expanded responsibilities for the right person

Skills Required

• Marketing Project Management - Expert

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