Virtual Assistant/Assistant Coach for Online Fitness Coach

Hi—I’m Kristy. I have a Master’s in Cellular and Molecular Medicine and now run my own fitness company supporting clients both online, hybrid and in person. My approach is compassionate, holistic, and client-led, but always rooted in science and progressive thinking. I’m passionate about helping people feel stronger and more confident in themselves.

I’m also a big believer that everyone has something to teach you, no matter their background, and that there’s always a better way to do things. My business is growing quickly, and I’m looking for a proactive, detail-oriented Virtual Assistant who wants to grow with me and make a meaningful impact on the day-to-day running of my work.

This is not a one-off gig. I want someone who genuinely cares about the quality of their work and enjoys taking ownership but we will start small first.

Role Overview:
Approx. 5–8 hours per week to start, with scope to grow in hours and responsibilities as we build trust.

As my VA, you’ll be the backbone of my admin and client systems. Your core responsibilities will include:

? Managing my calendar and ensuring all client bookings are accurately recorded and blocked off
? Uploading and formatting client consultation notes and movement assessments
? Tracking client credits and flagging payment cycles
? Supporting me with retrospective admin clean-up to bring past records and systems up to date
? Maintaining my Notion workspace and updating client records
? Helping improve and organise backend processes
? Creating and managing your own VA database to track tasks, updates, and questions transparently
? Logging daily work summaries so I have full visibility on progress
? Taking actions from me via WhatsApp voice notes (e.g., capturing ideas, adding tasks, or updating files)
? Proactively raising any issues, improvements, or suggestions

You Are:

- Independent and reliable: You take initiative and get things done without needing reminders.
- Detail-oriented: Typos, incorrect data, and sloppy work make you uncomfortable.
- Proactive: You anticipate needs before I ask and suggest improvements when you see gaps.
- Organised: You love clear processes, tidy systems, and structure.
- Conscientious: You care about doing excellent work and being a valuable support person.
- Tech-confident: You learn new tools quickly (Notion, Google Calendar, My PT Hub, Canva).
- Communicative: You keep me updated and ask questions when something isn’t clear.
- Available: You have good working availability and can respond within a reasonable timeframe during the workday.

What I’m Offering:
- A supportive and collaborative working relationship
- Clear expectations, training, and structured systems
- A role you can take ownership of with autonomy to suggest improvements
- Scope for more hours and responsibilities as trust and business growth develop
- Flexible working hours (with regular check-ins)

To Apply:
Please send me:
- A short video introduction (1–2 min) sharing who you are and why this role excites you
- A brief written paragraph describing a time you went above and beyond for someone or a project
- Details of your relevant experience (especially with online coaching, fitness businesses, or admin support)

I’m excited to find someone who wants to build something great with me! ?

Note:
There is scope for increased hours over time depending on performance and business needs :)