Executive Assistant

This is a remote position.

Job Description: Executive Assistant
Work Hours: 20 hours per week
Start Date: ASAP
Location: Remote

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We’re looking for a proactive, systems-minded Executive Assistant to take over the backend operations of an online fitness coaching business. This role handles client onboarding, meal plan updates, payment follow-ups and engagement monitoring, while building out the business’s GoHighLevel (GHL) setup so that processes run with less manual effort. The ideal EA acts as a business partner who spots issues and suggests improvements, not only someone who completes assigned tasks.

Key Responsibilities

Client Onboarding & Monitoring

• Transfer client questionnaire data into the business’s systems accurately and promptly
  

• Support the client onboarding process from sign-up to first check-in
  

• Monitor client engagement and flag clients who are slipping or need the coach’s attention
  

• Maintain the client “traffic light” system in GHL
  

Coaching Support

• Update client meal plans as directed
  

• Prepare client check-in information so the coach can respond efficiently, including Loom video responses
  

• Keep client records organized and current
  

Payments

• Follow up on late and failed payments through Nui
  

• Handle routine payment queries and escalate only difficult cases to the coach
  

Systems & Automation

• Maximize the existing GHL account, including dashboards and automations
  

• Build and maintain workflows that reduce manual onboarding and monitoring work
  

• Work within Kahuna’s app and Google Workspace daily
  

Requirements

Required Tools & Skills

• Working knowledge of GoHighLevel (GHL), including dashboards and automations
  

• Proficiency in Google Workspace (Docs, Sheets, Gmail, Calendar)
  

• Comfort learning client-facing apps such as Kahuna’s app
  

• Experience following up on payments, ideally with Nui or a similar platform
  

• Basic understanding of fitness and nutrition, to update meal plans accurately and monitor client progress sensibly
  

• Strong written English with a warm, professional tone
  

• Strong attention to detail and ability to work independently
  

Ideal Candidate

• Proactive problem-solver who identifies issues and suggests improvements without being asked
  

• Prior experience supporting a fitness or online coaching business
  

• Organized and consistent, able to own recurring processes with minimal oversight
  

• Calm and professional when handling difficult payment or client situations
  

• Comfortable receiving coaching and feedback
  

Suggested Additional Skills to Consider

• Experience building GHL pipelines, reminders and automated client communications, so the EA can fully set up the underused account
  

• Experience with dashboards and reporting (retention, churn, engagement), to turn the traffic light system into usable data
  

• SOP and process documentation skills, so the manual processes become repeatable and easy to hand off
  

• Client retention and accountability experience, to keep clients engaged between check-ins
  

• Familiarity with form-to-database workflows (for example, questionnaire data flowing into a client system automatically), to reduce manual onboarding work
  

• Basic Loom and video workflow familiarity, to support check-in response processes
  

• Basic Canva skills for ad-hoc graphics
  

• Calendar and scheduling management
  

• Confidentiality and discretion with client health and personal data
  

• Basic content review skills, to catch errors in meal plans and client-facing materials