Virtual Assistant – Lead Communication, Scheduling & Client Support, Social Media (Fitness Coaching Business)

About Us
We run a high-touch personal training and coaching business for busy, high?income parents (35–55) who want to lose weight, get stronger, and feel confident again. We offer in?person training, hybrid coaching, and nutrition/accountability programs.

We’re looking for a reliable, detail?oriented Virtual Assistant to make sure no lead or client ever “falls through the cracks.”

The ideal candidate will be available for a split schedule on weekdays and in the morning on Saturday: M-F 8am-11am EST + 4pm to 7pm EST and Saturday 8am-11am EST

Role Objective (What Winning Looks Like)
Your primary job is to:

Respond to new leads fast and get them booked on the calendar.
Keep our CRM, schedule, and client communication clean and up to date.
Make clients feel taken care of with clear, consistent communication.
Schedule post to Facebook and Instagram daily.
You’re not “just doing tasks.” You own the pipeline between “lead came in” and “showed up and got started,” using scripts and systems we provide.

Key Responsibilities
Lead Management & Appointment Setting

Monitor new leads from ads, website, and referrals during your shift.
Call, text, and/or email new leads quickly using our scripts.
Qualify basic info (goals, schedule, budget readiness) and book them into our consultation calendar.
Confirm and reschedule appointments, send reminders, and reduce no?shows.
Update leads in our CRM (Go High Level); send the best leads to the owner/closer.

Client Communication & Admin

Send welcome messages, check?in reminders, and follow?up messages to current clients.
Update client records, notes, and attendance in our systems.
Handle first?line customer service (billing questions, schedule changes, basic FAQs) and escalate issues when needed.

Systems & Reporting

Keep CRM stages, tags, and notes accurate and up to date.
Follow our SOPs and suggest improvements as you see patterns.

Social Media Posting (Secondary To the Above Responsibilities)

Use our photos and videos to post 12 times per week on Instagram and Facebook.
Follow our content calendar and caption templates.
Schedule posts and stories in advance using our tools.
Share client wins, reminders, and educational posts to support lead gen and trust.
This happens after all lead and client messages are cleared.

KPIs (How We Measure You)
Average response time to new leads during shift.
Number of booked consultations per week.
Show rate on booked appointments.
CRM accuracy (no “orphan” or untagged leads).
Client satisfaction based on response time and resolved issues.
Number of posts per week

Requirements
Previous experience as a VA, appointment setter, or customer support rep (fitness/health background is a plus).
Excellent written and spoken English.
Comfortable on the phone, text, and email.
Strong organization and attention to detail.
Able to work U.S. time zones reliably.
Comfortable with CRM tools, calendars, and basic Google Workspace.

How to Apply
Respond to this job ad with the following

A short Loom or audio (1–2 min) introducing yourself.
A brief description of similar work you’ve done.
Your available hours (in U.S. Eastern or Pacific time) and desired hourly rate.
We’ll review applications and invite selected candidates to a phone interview through WhatsApp