Executive Assistant

This is a remote position.

Job Description: Virtual Assistant (Prompt Engineer & AI Optimization Specialist)
Position: Executive Assistant
Hours: 20 hrs/week minimum (4 hrs/day, split shifts)
Schedule: 7 to 9 AM and 6 to 8 PM Brisbane time

---

Role Overview

We're looking for a reliable, proactive Executive Assistant with a genuine understanding of fitness and nutrition to support an online coaching business. This role acts as a direct extension of the coach, delivering personalized client engagement, handling admin, and helping the business get more out of its systems. Domain knowledge is essential: the ideal candidate can look at a client's data and respond with relevant, informed support.

Key Responsibilities

Client Engagement (Primary Focus)

• Conduct proactive check-ins with clients every 2 days via EverFit (transitioning from WhatsApp)
  

• Personalize messages based on client activity, for example noticing completed workouts alongside missed protein targets and offering helpful support
  

• Flag clients who are disengaging, struggling, or need the coach's direct attention
  

Administrative Support

• Manage payment follow-ups for clients in Nui
  

• Create and edit graphics in Canva
  

• Support general admin tasks as needed
  

Systems Support

• Use GoHighLevel (GHL) to help expand its use beyond landing pages
  

• Stay familiar with EverFit and the new tools being trialed (CoachBase/CoachVault)
  

Required Tools & Skills

• Basic understanding of fitness and nutrition (critical requirement)
  

• Experience with EverFit or similar client management apps
  

• Working knowledge of GoHighLevel (GHL)
  

• Proficiency in Canva
  

• Experience following up on payments or using a payment/billing platform (Nui a plus)
  

• Strong written communication with a warm, natural tone
  

• Reliable availability during both morning (7 to 9 AM) and evening (6 to 8 PM) Brisbane time shifts
  

Requirements

Ideal Candidate

• Female only, aged 20 to 35, to match the client base's communication style
  

• Fitness industry background required
  

• Proactive and able to spot issues before they're raised
  

• Comfortable receiving coaching and feedback
  

Suggested Additional Skills to Consider

• Client retention and accountability coaching experience, to keep clients motivated between coach touchpoints
  

• Habit-based or behavior-change coaching knowledge, to give more meaningful check-in feedback
  

• Experience building GHL automations (workflows, reminders, pipelines), so the EA can grow into a systems role
  

• Basic content review skills, to catch errors in client-facing material such as meal guides and snack lists
  

• Experience supporting or handing off work with a DM setter, to coordinate lead follow-up and client onboarding
  

• Strong attention to detail and sound judgment, given past errors from a VA without domain knowledge
  

• Familiarity with sales or lead nurturing basics, useful if the role expands to cover DM setting