Operations & CRM Systems Virtual Assistant (Full-Time Executive Support for COO)

About CoolHed

CoolHed is a fast-growing wellness and thermoregulation company delivering evidence-based solutions across workplace safety, mental health, athletic recovery, education, and corporate wellness. We work with organizations, health professionals, schools, athletes, and industry partners to improve wellbeing, performance, and safety through innovative cooling and recovery technologies.

As we scale across Australia and international markets, we are seeking a highly organized, systems-driven Operations & CRM Systems Specialist to support our COO and build the operational infrastructure that powers our growth.

The Role

This is not a traditional virtual assistant role.

You will own and optimize the systems that drive lead management, partnership development, product rollouts, event follow-up, and executive operations. Your primary objective is to transform contacts, conference leads, and strategic opportunities into structured pipelines that generate measurable business outcomes.

You will work directly with the COO to build scalable operating systems across our key growth pillars:

Construction & Workplace Safety
Mental Health & Corporate Wellness
Education & Kids Programs
Athletic Recovery & Performance
International Expansion (including Japan)
Key Responsibilities
CRM & Pipeline Management (40%)
Own and maintain the company's CRM platform (HubSpot, Pipedrive, Airtable, or equivalent).
Build, organize, and manage contact databases across multiple industry sectors.
Segment leads and create structured sales and partnership pipelines.
Design and execute automated and personalized follow-up workflows.
Track lead progression, engagement, opportunities, and conversion metrics.
Ensure all contacts, conversations, and next actions are accurately recorded.
Operations & Rollout Systems (30%)
Design and improve operating systems for product trials, pilots, and large-scale rollouts.
Coordinate logistics for events, shipments, inventory, and partner activations.
Build dashboards that provide visibility into pipeline health, conversion rates, ROI, and forecasting.
Support implementation projects across workplace safety, education, wellness, and international initiatives.
Events & Outreach (15%)
Manage pre-event preparation and post-event follow-up processes.
Execute structured lead nurturing following conferences and industry events.
Coordinate meetings, scheduling, and follow-up communications.
Maintain detailed records of stakeholder interactions and partnership opportunities.
COO & Executive Operations Support (15%)
Manage calendars, travel coordination, and executive scheduling.
Organize contracts, regulatory documents, patents, and business records.
Track expenses and support reporting requirements.
Conduct market, supplier, and partnership research.
Create SOPs and documentation for repeatable business processes.
Required Skills & Experience
Essential
Proven experience building and managing CRM systems and operational workflows.
Strong hands-on experience with HubSpot, Salesforce, Pipedrive, Airtable, Notion, or similar platforms.
Advanced Google Workspace and/or Microsoft 365 proficiency.
Experience managing professional relationships and nurturing B2B leads.
Strong project management and organizational skills.
Excellent written and verbal communication.
Ability to work independently with minimal supervision.
High attention to detail and commitment to confidentiality.
Highly Desirable
Experience in health, wellness, medical devices, workplace safety, education, or startup environments.
Familiarity with Australian business practices.
Experience with event logistics and international shipping.
Knowledge of automation platforms such as Zapier or Make.
What Success Looks Like in the First 90 Days
All existing and new leads entered, segmented, and actively managed within the CRM.
Automated follow-up systems implemented and operating effectively.
Real-time dashboards providing visibility across all growth pillars.
SOPs documented for key business processes.
COO workload reduced by 15–20+ hours per week through improved systems and delegation.
Tangible pipeline growth resulting in pilots, partnerships, and revenue opportunities.
Ideal Candidate

You are a systems thinker who enjoys creating order from complexity.

You thrive in growth-stage environments, take ownership of outcomes, and proactively identify opportunities to improve processes. You enjoy building scalable systems, managing relationships, and helping leaders operate more effectively.

If you are excited by the opportunity to play a central role in scaling a purpose-driven company, we'd love to hear from you.

How to Apply

Please submit:

Your resume/CV.
A brief summary of your CRM and operations experience.
Examples of systems, automations, or workflows you have built.
A short Loom video (optional but highly encouraged) introducing yourself and explaining why you're a strong fit for this role.

Only shortlisted candidates will be contacted.