Virtual Assistant & Operations Coordinator

Virtual Assistant & Operations Coordinator (Part-Time)

About the Role
I am an executive coach, facilitator, speaker, writer, and columnist who helps ambitious professionals navigate career growth, leadership challenges, burnout, and major life transitions.

I am looking for a highly organised, detail-oriented Virtual Assistant & Operations Coordinator to support the day-to-day operations of my coaching business. This role combines client administration, CRM management, scheduling, content marketing, social media management, and operational support.

This is an ideal role for someone who thrives on creating order from complexity, follows processes carefully, communicates proactively, takes ownership of outcomes, and enjoys supporting a growing personal brand and coaching business.

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Working Hours & Availability
Required Working Hours
* Monday to Friday
* **3:00 PM – 5:00 PM Sydney time (AEST/AEDT)**
* Availability during these hours is mandatory

Communication & Responsiveness (Non-Negotiable)
This role requires a high level of responsiveness.

You are expected to actively monitor WhatsApp, email, and assigned tasks during working hours. Messages should be acknowledged promptly, even if the task cannot be completed immediately.

If you are unable to work your scheduled hours or expect delays in completing tasks, advance notice is required.

Consistent communication is equally as important as task completion in this role. We work in a fast-moving environment where client experience, operational accuracy, and reliability matter.

Failure to respond during agreed working hours without prior notice will be treated as a performance issue.

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Key Responsibilities

Client Administration
* Create and maintain client session summaries
* Update coaching notes and session records
* Prepare monthly client progress summaries
* Send client summary emails at the beginning of each month
* Track upcoming client renewals
* Update renewal opportunities within the CRM
* Ensure all client records are accurate and up to date
* Assist with client onboarding and offboarding
* Maintain accurate records of coaching sessions and client progress

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## Calendar & Scheduling

* Schedule client coaching sessions
* Manage calendar invitations and updates
* Coordinate group program sessions
* Manage time zone conversions accurately
* Assist with rescheduling requests
* Monitor upcoming appointments and follow up where required
* Ensure client calendars and internal calendars remain accurate

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## CRM & Systems Management

* Maintain accurate records in GoHighLevel
* Update pipelines, contacts, opportunities, and renewals
* Build, test, and maintain workflows and automations
* Troubleshoot and identify CRM issues
* Test automations before launch
* Maintain data accuracy across systems
* Identify opportunities to improve processes and operational efficiency

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## Program Operations

* Support the administration of coaching programs
* Maintain participant records
* Track attendance and engagement
* Manage program documentation
* Maintain program resources and templates
* Ensure client folders and Google Drive systems remain organised
* Assist with launches and program logistics as required

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## Email & Communications

* Monitor shared inboxes
* Draft routine client communications
* Send client summaries and program updates
* Follow up on outstanding requests
* Escalate urgent matters promptly
* Ensure a high standard of professionalism in all client communications

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## Marketing & Content Operations

* Schedule and publish content across LinkedIn, Instagram, and TikTok
* Maintain a weekly content calendar
* Coordinate content assets including videos, graphics, captions, and links
* Upload and schedule podcast episodes
* Create and schedule supporting promotional content
* Repurpose content across multiple channels
* Schedule email newsletters and promotional communications when required
* Monitor comments and messages, escalating opportunities or issues as needed
* Ensure content is published accurately and on time
* Maintain an organised content library and asset management system
* Support the growth of the Hannah Kissel brand through consistent content execution

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## Documentation & Process Management

* Follow documented Standard Operating Procedures (SOPs)
* Update SOPs when processes change
* Create documentation for recurring tasks
* Maintain organised Google Drive folders and systems
* Ensure documentation remains accurate and current
* Identify gaps in processes and suggest improvements

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# Required Skills & Experience

### Essential

* Exceptional attention to detail
* Strong written communication skills & English skills
* Excellent organisational skills
* Strong time management and prioritisation skills
* Ability to work independently
* High level of accountability and ownership
* Experience working remotely
* Confidence following and implementing documented processes
* Proficiency with Google Workspace

Preferred

Experience with:
* GoHighLevel
* Calendly
* Zapier
* ThriveCart
* Zoom
* Canva
* Google Sheets
* Skool

As well as:
* Social media scheduling tools
* Content calendar management
* Supporting coaches, consultants, speakers, or service-based businesses
* CRM and automation workflows

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# What Success Looks Like

The successful candidate will:
* Respond promptly during scheduled working hours
* Maintain highly accurate client records
* Complete recurring tasks without reminders
* Take ownership of outcomes and follow tasks through to completion
* Communicate proactively when issues arise
* Catch mistakes before they impact clients
* Maintain accurate CRM and operational systems
* Ensure monthly client summaries are delivered on time
* Keep calendars and scheduling running smoothly
* Publish content consistently across LinkedIn, Instagram, and TikTok
* Ensure podcast, newsletter, and promotional content are delivered on schedule
* Continuously improve operational efficiency and organisation

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# Personal Attributes

We are looking for someone who is:
* Reliable and dependable
* Proactive rather than reactive
* Highly organised
* Detail-oriented
* Comfortable learning new technology
* Solutions-focused
* Professional and client-centric
* Calm under pressure
* Able to manage multiple priorities simultaneously
* Committed to delivering high-quality work

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# Application Instructions

Please submit:

1. Your resume to ----------
2. A brief summary of your experience supporting founders, coaches, consultants, or service-based businesses
3. Examples of systems, processes, or automations you have managed
4. Confirmation that you are available Monday–Friday from **3:00 PM–5:00 PM Sydney time**
5. A short paragraph describing how you maintain responsiveness and communication while working remotely

Attention to Detail Test:
Please include the phrase **"Healthy Ambition"** somewhere in your application. Applications that do not include this phrase will not be considered.

**Hourly Commitment:** Approximately 10 hours per week, with the potential to increase as the business grows.