Part-time Professional and Personal Assistant

I am a founder, executive coach, fractional marketing leader, and author preparing for the national launch of my book Dear Daughter on March 9, 2027. I need a dedicated Professional and Personal Assistant to be my operational right hand, keeping my business and personal life running smoothly so I can stay focused on the work that only I can do.

This role is one half of a two-person support team. A separate Marketing and PR VA handles marketing execution, content publishing, and launch support. Your focus is the operational and personal backbone: my calendar, my inbox, my clients, my family logistics, and the systems that keep everything moving.

Primary Outcome: My business and personal life run smoothly because you manage details proactively, communicate before I have to ask, and never let anything fall through the cracks.


Core Responsibilities

Calendar and Inbox Management
• Manage Kelli's full business and personal calendar daily
• Coordinate meetings, coaching sessions, podcasts, speaking engagements, and discovery calls
• Triage and manage Kelli’s business and personal email
• Draft responses in Kelli's voice: warm, direct, never corporate or transactional
• Manage in-person meeting logistics including location selection, reservations, and 30-minute drive time buffers before and after
• Use scheduled send so all outgoing emails arrive between 7:00 AM and 6:00 PM Central Time
• You will be cc'd on emails during the 30-day trial period so Kelli can monitor tone and accuracy

Family Logistics Support
• Monitor school communications and add all dates to the family calendar
• Track daughter’s dance schedule
• Track son’s tutoring sessions, therapy appointments, and basketball schedule
• Follow up with husband to collect and sync his schedule to the family calendar
• Maintain the shared family calendar

Client and Business Operations
• Prepare monthly client invoices before the 1st of each month
• Monitor coaching session tracking sheet and flag any client who is falling behind on their contracted sessions
• Build and maintain a prospect tracker in Excel in OneDrive
• Provide weekly structured updates on open items, pending follow-ups, and upcoming deadlines
• Identify inefficiencies in systems or processes and proactively suggest improvements
• Acknowledge all inbound inquiries within 1 business day, even when a full response requires more time

Speaking and Podcast Support (Shared with Marketing VA)
• Research speaking groups, professional organizations, and conference opportunities aligned with Kelli's topics and audience
• Maintain the speaking and podcast opportunity tracker
• Coordinate booking logistics for confirmed engagements: calendar updates, confirmations, and pre-engagement prep
• Hand off outreach drafts and pitch logistics to the Marketing VA for execution

Please submit your application through the online application system. Your application must include all of the following. Applications missing any item will not be reviewed.

Required Application Materials
1 Resume: Your current resume, including relevant experience, tools you have worked with, and any links to work samples or profiles you would like to share.
2 Calendar and Prioritization Simulation (1 to 2 pages): You have been given the following morning: a client calls needing to reschedule a coaching session, a school email arrives flagging a permission form due tomorrow, Kelli has back-to-back meetings until noon, and a speaking inquiry lands in the inbox. Walk through how you would handle this morning, what you would prioritize, what you would communicate and to whom, and what would not happen until the afternoon.
3 Voice Matching Exercise (1 page): Draft a brief, warm email on Kelli's behalf responding to an inbound inquiry from a woman interested in executive coaching. Use the Legacy Rising brand voice: warm, direct, relational, never corporate or transactional.
4 Why This Role (1 short paragraph): Tell us in your own words why this specific role appeals to you and what you would bring to it.

Applications are reviewed on a rolling basis. All four items are required.