Executive Operations & Client Success Concierge

Job Description: Executive Operations & Client Success Concierge

About the role: An established personal-development and coaching business (content-driven online education grounded in neuroscience and resilience) is hiring a warm, proactive right hand. The founder is a sought-after coach, speaker, and content creator who is systematizing the business so it runs smoothly and is preparing to launch a second brand. This person becomes the welcoming face of the client experience and the founder's operational right hand, and grows with the company across both brands.

Role overview: You are the person clients meet first and the founder leans on daily. You guide new clients through a warm, well-run onboarding, support them through their journey, and quietly keep the operation moving behind the scenes: client systems, travel, inbox, and AI-assisted workflows. You wake up asking what needs to happen today so the founder can coach, speak, create, and sell. This is a proactive ownership role with real client contact, not a back-office task seat.

Primary Responsibilities (Client Success & Concierge)
Be the friendly face of the brand: run client onboarding calls (about 45 minutes each), welcome new clients, and make them feel cared for from day one.
Monitor and support the community message thread, answer common questions, and surface anything that needs the founder.
Track client milestones and graduations, and keep each client moving through the program.
Act as a gentle gatekeeper, protecting the founder's time while keeping clients feeling close.

Onboarding & Operations (GoHighLevel)
Run the GoHighLevel onboarding workflow end to end: confirm the client is in the CRM, apply the correct onboarding tag so the automations fire, and set up each client's folder cleanly.
Use the sales-call transcript and an AI project to assemble each client's goals and roadmap accurately.
Keep backend systems organized and document SOPs so the business runs without constant founder input.

Executive Support
Own personal and executive travel end to end: flights, hotels, ground transport, itineraries, anticipating needs, handling changes, and managing related spend responsibly.
Triage the founder's inbox, surface what needs attention, and draft responses where appropriate.

LinkedIn & Outreach Support
Manage the LinkedIn inbox and monitor automated outreach in HeyReach, sending approved, templated replies and timely follow-ups (content posting is handled separately).
Flag inbound opportunities (podcasts, speaking, partnerships) and prepare them for founder review in short, focused co-working sessions where the founder makes the final call.

AI & Systems
Use AI tools, especially Claude, to speed up onboarding, content assembly, and admin, and help build and maintain simple AI projects against the business's knowledge base.

Required skills (must-have, screened directly)
Genuine client-facing warmth and presence, with strong judgment about people and situations. This is the heart of the role.
Proven experience supporting a coach, creator, or solo founder as an EA or client success lead.
Demonstrated hands-on travel management for a principal, including anticipating needs, handling changes, and managing spend and reconciliation.
Comfortable and credible working within a Christian and scripture-based context, to support the founder's second brand.
Excellent spoken and written English with a neutral, easy-to-understand accent for client calls.
Highly organized, reliable, and proactive: anticipates needs and takes direction once, then runs with it.

Important and strongly preferred (trainable)
GoHighLevel experience. It is the primary onboarding and client-management system and matters, but it is teachable, so strong candidates without it are still worth considering.
Working knowledge of AI tools and prompting (training provided).
HeyReach or similar LinkedIn outreach tools.
Light content production or coordination.