virtual assistant

Job Title: Operations & Outreach VA — Online Coaching Business (Airtable Experience Required)

About the Role
I am looking for a highly organised, proactive Virtual Assistant to join my online coaching business full time. I run multiple operations simultaneously — my own coaching program called Elite Setters, where I help people get started in appointment setting, and I also manage setter teams for other offers in the fitness and recovery space.
This is not a basic admin role. I need someone who can think, track, follow through, and take real ownership of their responsibilities without needing to be chased.
If you are experienced, reliable, and want to grow with a fast-moving online business — read on.

Hours
Full time — Monday to Friday
Spain time (CET/CEST) — you must be available and working during Spanish business hours
This will be approximately 3:00pm to 11:00pm Philippines time (please confirm you are comfortable with this before applying)

Pay
$3 to $5 per hour depending on experience
Paid weekly via Wise or similar

What You Will Be Doing
Instagram Outreach & Follow-Ups

Reaching out to leads who engage with content on Instagram on behalf of Nick (you will be messaging as Nick — full training and scripts provided)
Sending follow-up messages to leads who have not replied, following a set schedule and system
Keeping every conversation warm, human, and on brand — not robotic or copy-pasted
Knowing when to flag a lead to Nick as ready for a sales call

Tracking & Reporting

Tracking all outreach activity daily — who was messaged, what stage they are at, what the reply was
Tracking setter performance across the offers Nick manages — daily call numbers, show rates, booking rates, and any issues flagged
Updating Airtable dashboards daily so Nick has a clear picture of what is happening across all offers at any given time
Flagging underperforming setters or leads that need attention

Offer Management Support

Supporting the day-to-day running of the setter teams Nick manages across his fitness and recovery offers
Communicating with setters to chase daily updates and numbers
Keeping Nick informed with a clear daily summary so he does not have to chase information himself

General Operations

Organising and maintaining systems and SOPs as the business grows
Handling administrative tasks as they come up — scheduling, reminders, document organisation
Suggesting improvements to processes where you spot inefficiencies


You Must Have

Solid experience using Airtable — building bases, creating dashboards, and maintaining them daily (this is non-negotiable, please do not apply if you do not have this)
Experience working in a VA role for an online business, coaching business, or sales environment
Excellent written English — all communication is in English and must sound natural and professional
Strong attention to detail — you will be tracking numbers and managing conversations where small mistakes matter
A reliable internet connection and a quiet workspace
The ability to work independently without being micromanaged
Availability during Spain timezone hours full time


You Will Stand Out If You Have

Experience in appointment setting, sales, or working with a high ticket coaching offer
Experience managing or supporting a remote team
Familiarity with Instagram outreach or DM-based lead generation
Experience building SOPs or process documentation


How to Apply
To make sure you have read this properly, start your application with the words "Elite Setters" at the top.
Then tell me:

Your experience with Airtable — specifically what you have built and how you used it
Your experience working with an online business or coaching brand
Confirm you are available and comfortable working Spain timezone hours full time
Your expected rate within the $3 to $5 per hour range

Applications that do not follow this format will not be considered.