Virtual assistance

Virtual Assistant (Operations & Systems)
Overview

We’re a growing online fitness coaching business looking for a sharp, systems-driven Virtual Assistant to help streamline operations, optimize scheduling, and build out organized internal systems (primarily in Notion).

This role is focused on making the business run cleaner, faster, and more efficiently—not client check-ins or coaching support.

Key Responsibilities

1. Calendar & Schedule Optimization

Manage and optimize daily/weekly calendar
Structure schedule for maximum efficiency (calls, deep work, content time)
Set up and manage booking links (Calendly or similar)
Reduce gaps, overlaps, and inefficiencies in scheduling
Implement systems for reminders, follow-ups, and time blocking

2. Notion System Building & Organization

Build and maintain organized Notion dashboards
Create systems for:
Lead tracking
Content planning
Sales pipeline
Daily/weekly workflows
Continuously improve and simplify existing systems
Ensure everything is clean, easy to use, and scalable

3. Operations & Workflow Optimization

Identify bottlenecks or inefficiencies in daily operations
Create SOPs (standard operating procedures) for repeat tasks
Automate or streamline processes where possible
Ensure tasks, projects, and priorities are clearly organized

4. Admin & Execution Support

Set up and manage tools (Google Drive, calendars, Notion, etc.)
Organize files, folders, and digital workspace
Assist with light research or setup tasks as needed
Execute quickly on operational requests
Who This Is For
Highly organized and systems-oriented
Strong with Notion (this is a must)
Thinks in processes, workflows, and efficiency
Proactive—spots problems and fixes them without being told
Communicates clearly and concisely
Who This Is NOT For
Someone who needs constant direction
Someone who only does exactly what they’re told
Someone disorganized or slow to respond
Someone looking for basic admin work only
Nice to Have
Experience supporting online coaches or creators
Familiarity with scheduling tools (Calendly, Google Calendar)
Basic understanding of sales pipelines or content workflows
Experience building scalable systems for small businesses
Hours & Pay
Part-time with flexible hours
Ongoing role with growth potential
Pay based on experience and skill level