Virtual Assistant & Back-End Task Manager

I run an online coaching business with two core pillars:
- Online strength coaching for female powerlifters
- Mindset & identity coaching (currently expanding)
While strength coaching is well established, I am actively building out the mindset and identity side of the business long-term — including programs, challenges, content, and digital offerings.
Because of this, I’m looking for a Virtual Assistant who is not just technically capable, but also aligned with the vibe of the business.

I'm very into:
Self-development, Identity work, Manifestation, Intuition-led ideas, Thinking bigger than what’s “logical”
So ideally, you are either:
A little woo woo / delulu yourself (in the best way), or
Totally comfortable supporting a business that operates this way without judgment
If words like identity, embodiment, subconscious beliefs, manifestation make you cringe — this won’t be the right fit!

The business is growing, and I’m looking for a reliable, detail-oriented Virtual Assistant to help manage the day-to-day backend, customer service, and systems so everything runs smoothly behind the scenes — and so I can free up time and mental energy to focus on coaching and content.
Fair warning: I’m a little manifesty, a bit woo woo, very into self-development, and I can be fast-paced with ideas. If you enjoy structure and flexibility, you’ll probably love this role.

This is a part-time position suited to someone who is confident taking ownership of backend systems, enjoys keeping things organised, and communicates clearly and proactively.

You will play a key role in:
- Managing backend systems
- Supporting clients and customers
- Ensuring payments, emails, and automations run smoothly
- Keeping weekly operations on track

You’ll primarily be working inside Hey Clients (white-label Go High Level), so experience with GHL/Hey Clients is essential.


Key Responsibilities
Backend Systems & Automations:
- Managing Hey Clients / Go High Level
- Setting up and maintaining automations, workflows, and funnels
- Uploading client content and trainings to portals
- Ensuring systems are organised and running smoothly
- Monitoring and maintaining standards of procedure (SOPs)


Email & Communications
Sending and scheduling emails to:
- Email list
- Active clients
Scheduling reminders for:
- Trainings
- Calls
- Events
- Checking inboxes regularly and flagging anything urgent

Customer Service & Admin
- Handling general client and customer queries
- Checking service-related questions and requests
- Managing client payments and ensuring they are received on time
- Uploading replays (calls, trainings, workshops)
- Giving clients the benefit of the doubt and ensuring they’re not being asked to do things unnecessarily

Content & Media Support
- Occasionally editing or condensing videos for social media
Uploading videos to:
- YouTube
- Podcast platforms (Spotify / Apple Podcasts)
- Client portals
- Uploading pre-recorded trainings and replays

Weekly Operations
Once per week, you will:
- Review what’s coming up for the week ahead
- Send a weekly overview/checklist
- Ensure emails, reminders, uploads, and payments are on track
- Flag any issues, gaps, or improvements proactively


Who This Role Is For
You’ll be a great fit if you:
- Have experience with Go High Level / Hey Clients
- Are organised, proactive, and detail-oriented
- Enjoy managing systems and backend operations
- Are confident communicating clearly and professionally
- Are interested in self-development, mindset, or personal growth

Don’t mind a boss who is:
- A little woo woo
- Big on manifestation
- Fast-moving with ideas (but appreciates structure and follow-through!)

Who This Role Is NOT For
This role may not suit you if:
- You need constant step-by-step instructions
- You dislike systems or troubleshooting tech
- You prefer very slow-paced, rigid work environments
- You’re uncomfortable with mindset / self-development language

Hours & Pay
Part-time
- Hours to be discussed based on experience and availability
- Long-term opportunity for the right person

How to Apply (IMPORTANT – Read Carefully)
To apply, do not submit a generic application.
Instead, please email directly with the subject line:
“VA Application – Backend & Systems”
In the email, include answers to the following:
- Your experience with Go High Level / Hey Clients (be specific)
- Which of the responsibilities listed you feel most confident handling — and why
- Your experience with customer service and backend admin tasks
- Why this role and business appeals to you
- One example of how you’ve improved or managed systems for a previous client
- Your current availability (days/hours per week)
?? Applications that do not follow these instructions will not be considered.