Virtual Assistant — Data Processing, Client Operations & Touchpoints | 40 Hours/Week (Flexible)

Location: Remote (must work, Australia timezone)
Hours: 40 hours/week across 5 days (mix of core hours and flexible priority work) must be available 7 day ( 2 days will only be 1 hour

# What This Is

I run a growing online fitness coaching business.. I need a reliable, detail-oriented VA to handle the operational side of my business — processing client data, adjusting meal plans, onboarding new clients, and initiating client touchpoints throughout the week.

This is a data processing and operations role. This is NOT a coaching role. You won't be giving advice, making program decisions, or acting as a coach. You'll be executing my decisions accurately and efficiently using systems I've already built.

# What You'll Do

## Core Work — Check-In Processing (majority of hours)

• Follow a systemized Airtable workflow to process daily client check-ins

• Take my macro decisions from Airtable and update client meal plans accordingly

• Swap foods in meal plans based on client preferences while hitting the exact macro targets I've set (you need to understand how calories, protein, carbs, and fats work)

• Process check-in data in Google Sheets and Airtable

• Follow SOPs to the letter — no freelancing, no guessing

## Client Touchpoints (~1 hour per day on non-check-in time)

• Initiate client touchpoints throughout the week following a specific framework I provide

• These are written messages to clients — your English needs to be elite, natural, and human

• Every message must sound like a real person wrote it, because a real person did

## Flexible Priority Tasks (remaining hours)

• Onboard new clients — set up their profiles, training, and nutrition following my framework

• Set up training programs based on templates and frameworks I provide

• Handle admin tasks as assigned

# What You Need

• Basic macro/nutrition knowledge — you need to understand fats well enough to do food swaps and make the numbers add up. You do NOT need to be a nutritionist or coach.

• Elite written English — your touchpoint messages go directly to clients. They need to sound natural, personal, and human. Not robotic. Not templated. Not AI-generated.

• Strong Google Sheets skills — you'll be in spreadsheets daily

• Ability to learn Airtable fast — this is where the workflow lives

• Detail-oriented — if you get the macros wrong, the client gets a bad experience. Accuracy matters.

• Reliable and consistent — show up every day, on time, no excuses

• Process-driven — you follow the system exactly as it's built. You don't add your own spin. You don't try to coach. You execute.

# What This Is NOT

Let me be real:

• You are NOT a coach in this role

• You will NOT give clients advice

• You will NOT make decisions about their programs

• You will NOT freestyle or go off-script

If you want to be a coach, this isn't the role. If you're someone who takes pride in following a system perfectly and getting the details right every single time, keep reading.

# Hours & Structure

• 40 hours per week, spread across 5 days

• Must be available during Adelaide, Australia timezone hours

• Core hours are dedicated to check-in processing

• ~1 hour per day dedicated to client touchpoints

• Remaining hours are flexible for priority tasks (onboarding, training setup, admin)

# WARNING: AI-Checked Applications

Everything in your application will be AI-checked. If you use AI to write ANY part of your responses — your application, your screening answers, anything — it will be detected and immediately discarded.

Write in your own words. I want to see YOUR English, YOUR thinking, YOUR answers. Not ChatGPT's.

# Screening Questions

Answer these in your application — in your own words, no AI:

### 1. Macro math test:

A client's meal plan calls for 150g protein, 50g fat, and 200g carbs.

You need to swap out a food that provided 20g protein, 5g fat, and 10g carbs.

What macros does the replacement food need to have?

### 2. Process check:

This role requires you to strictly follow SOPs and execute the coach's decisions — not make your own.

In your own words, explain why that matters in a client-facing business.

### 3. Written English test:

Write a short, friendly check-in message (2-3 sentences) to a client named Sarah who just completed her 4th week of coaching.

Make it sound natural and personal — not like a template.

### 4. Experience:

Describe your experience with Google Sheets and/or Airtable.

Give specific examples of data processing or workflow tasks you've handled.

### 5. Availability:

Confirm your availability for 40 hours/week across 5 days in the Adelaide, Australia timezone.