Executive Virtual Assistant

15 hours ago

Philippines South Africa Assist World Full time
Role Overview We're looking for an Executive Virtual Assistant & Client Success Coordinator who can: ● Own the day-to-day operations behind the coaching app, especially client communication and simple admin tasks inside the platform. ● Help organize Clients's life and work — managing tasks, scheduling, and follow-ups across clients, events, collaborations, and podcasts. ● Act as a warm, empathetic frontline communicator with clients via in-app messaging and email. This is a high-touch, detail-oriented role where your communication style and reliability directly impact the client experience.
Core Responsibilities 1. App Management & Daily Operational Tasks ● Perform a daily "unlock" task in the app (e.g., ensuring recipe books / resources are unlocked and accessible). ● Monitor and respond to client DMs/messages inside the app in a timely, thoughtful, and encouraging way. ● Update client settings and small back-end items in the app (e.g., loading recipes, toggling access, making simple updates as requested). ● Track recurring tasks and make sure nothing slips through the cracks.
2. Client Communication & Support ● Reply to client messages with high empathy and positivity, using language that matches Brittany's tone and brand (supportive, encouraging, "throwing them a rope of hope"). ● Escalate sensitive or complex questions to Brittany with clear context and suggested drafts where possible. ● Help manage and organize client touchpoints so clients feel seen, supported, and not ignored.
3. Executive & Personal Assistance ● Help Brittany organize her day and priorities across clients, launches, collaborations, and events. ● Calendar management: ○ Book and confirm calls, podcast interviews, and brand collaboration meetings. ○ Block out focus time and reminders for key tasks and deadlines. ● Light personal admin support related to the business (e.g., scheduling relevant appointments, consolidating to-do's, reminders). ● Track small tasks Brittany sends (e.g., "Can you email this person and organize this?" / "Please add this to my calendar") and ensure they are completed.
4. General Admin & Systems Support ● Organize digital assets (documents, links, templates, resources, etc.) so they're easy to find and reuse. ● Maintain simple trackers for: ○ Group program cohorts ○ Launch calendars ○ Collaborations and sponsorship outreach ● Support Brittany by reducing context-switching and helping her stay on top of follow-ups and commitments.

Nice-to-Have Responsibilities (Not Required, But a Plus)
  • These are bonus skills, not deal-breakers. Please mark clearly as "nice-to-have" in sourcing:
  • Marketing & Funnels Support ○ Plug existing copy and assets into lead pages / sales funnels using basic page-builder tools. ○ Help set up or update simple landing pages, opt-in pages, and thank-you pages (Brittany will provide content and strategy).
  • Content & Canva Support ○ Use Canva templates (already created) to build out graphics for posts, stories, or program materials. ○ Export, organize, and share ready-to-use graphics with Brittany or upload into tools as needed.
  • Industry Experience ○ Previous experience in fitness, wellness, coaching, or working with online coaches—so you understand the "language" and context more quickly.
Requirements
  • Experience & Skills
  • At least 3–4 years of experience as a Virtual Assistant, Executive Assistant, Client Success Coordinator, or similar online operations role.
  • Excellent written English; able to write clear, warm, and emotionally sensitive messages.
  • Strong organization and follow-through: you love lists, tracking tasks, and making sure nothing gets missed.
  • Comfortable working inside apps, dashboards, and online tools, and learning new platforms quickly.
  • Experience with: ○ Email + calendar management (Google Workspace or similar) ○ Basic spreadsheets and docs (Google Sheets / Docs or Excel / Word) ○ Messaging/DM platforms (in-app or social)
  • Availability & Logistics
  • Able to work part-time (10 hours/week) to start, with openness to scale up to full-time as the business grows.
  • Must have reliable internet and a quiet workspace.
  • Consistent availability within 6:00 AM – 5:00 PM NZT to: ○ Complete the daily app "unlock" task; and ○ Be responsive to client communications during the day.
Who You Are
  • Empathetic communicator – you genuinely care about people and can adapt your language to be encouraging and supportive, especially with clients who are struggling or discouraged.
  • Structured & detail-oriented – you bring order to creative chaos and enjoy tidying systems, tasks, and calendars.
  • Proactive – you don't wait to be told every step; you can anticipate needs, spot gaps, and suggest improvements.
  • Brand-sensitive – you respect and protect Brittany's voice and brand; you're careful not to send anything that feels off-tone.
  • Calm in the chaos – growth seasons can feel hectic; you help stabilize things rather than get overwhelmed.
  • Growth-minded – you're open to learning more tools over time (e.g., funnel builders, email tools, or more advanced app use).
$250 - $350 a month Schedule: Part-time to start (10 hrs/week), with potential to scale to full-time Core Hours: Must be available within 6:00 AM – 5:00 PM New Zealand Time (does not need to cover the full window, but must overlap consistently) Why Join Assist World?
100% REMOTE $50 birthday bonus $200 testimonial bonus $300 tenure bonus every 6 months $500 entry monthly raffle NO TRACKER. NO PROBLEM We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.

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