Virtual Assistant – Systems & Software Support

About the Role
I’m looking for a Virtual Assistant to support the backend systems and software that run my athlete-performance and coaching business.
This role is not a manager role (yet). It is a hands-on, systems-focused VA position designed for someone who enjoys learning software, understanding workflows, and helping build and maintain the infrastructure of a growing business.
You’ll work closely with me to understand how each platform fits into the business, help build and maintain systems, and keep everything organized and functioning smoothly.
Over time, as responsibility and ownership increase, this role has a clear path into a Systems Lead / Operations Manager position.
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Core Responsibilities
1. Software & Platform Support (Primary Responsibility)
You will help learn, manage, and build within the core platforms that power the business:
Zoho (CRM & Operations Hub)
• Support CRM organization (contacts, pipelines, records)
• Assist with onboarding workflows, forms, and follow-ups
• Help build, update, and document automations
• Maintain clean, accurate data
• Identify broken workflows or inefficiencies
WordPress (Website & Landing Pages)
• Manage basic page edits and updates
• Support landing pages for programs, clinics, and events
• Ensure forms and integrations connect properly to CRM/email systems
• Coordinate updates or fixes with external developers when needed
TeamBuildr (Training Delivery Platform)
• Support athlete onboarding and account setup
• Help organize training programs and templates
• Assist with exercise libraries and program structure
• Ensure training delivery aligns with current offers and services
Other Tools (as needed)
• Google Workspace (Drive, Docs, Sheets, Calendar)
• Email platforms and form tools
• Automation tools (Zoho Flow, Zapier, n8n – learned over time)
You are not expected to be an expert in all platforms on day one — learning speed and system thinking matter more than credentials.
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2. Systems Integration & Process Understanding
A major part of this role is understanding how everything connects.
• Learn the full workflow: lead ? onboarding ? delivery ? follow-up
• Help map and document processes across platforms
• Assist in creating SOPs and internal documentation
• Help reduce manual work and improve efficiency over time
• Flag gaps, redundancies, or breakdowns in systems
This role supports building clarity and structure, not just task execution.
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3. Communication & Collaboration
• Work directly with me on priorities, builds, and improvements
• Ask clarifying questions when systems or logic are unclear
• Provide progress updates and flag issues early
• Help translate ideas into organized tasks and workflows
This is a collaborative, trust-based role, not siloed work.
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4. General Backend Support
• Organize files, folders, and system documentation
• Track tasks, deadlines, and ongoing projects
• Assist with launches, clinics, and new offers behind the scenes
• Support admin tasks tied to systems and operations
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Why This Role Matters
This business is built on systems, automation, and clean execution.
Your work directly impacts:
• Athlete and client experience
• Training delivery
• Time efficiency
• Scalability and long-term growth
You’re helping build the infrastructure of the business, not just completing tasks.
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Ideal Candidate
• Highly organized and detail-oriented
• Comfortable learning new software and workflows
• Strong communicator
• Process-oriented and curious
• Reliable and consistent
Bonus (not required):
• Experience with CRMs or online coaching platforms
• Experience supporting founders or small businesses
• Interest in fitness, coaching, or performance environments
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Time Commitment & Growth
• 10–25 hours/week to start
• Remote, flexible, async
• Pay: hourly or retainer (based on experience)
Growth path:
Virtual Assistant ? Systems Lead ? Operations / Systems Manager