Executive Virtual Assistant

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

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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 ropeofhope”).

● 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 work space.
• 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 the clients 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).