Executive Assistant

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.