Company Description
We are hiring a reliable, detail-oriented Business Assistant to support a US-based Founder & CEO with administrative, client onboarding, tracking, reporting, and operations tasks.
This is a long-term, part-time role (25 hrs/week).
We are not looking for freelancers juggling multiple clients or short-term projects.
You will be working with structured systems, trackers, and repetitive admin tasks, so accuracy, consistency, and follow-through are critical.
Responsibilities
- Fill in contract templates with client information and send for e-signature
- Send onboarding and instruction emails to law firm and coaching clients
- Send invoices, record payments, and track confirmations
- Upload and organize files in Google Drive using strict naming conventions
- Maintain and update internal trackers (clients, coaches, forms, opt-ins/outs)
- Track client onboarding progress and coaching assignments
- Prepare weekly activity and status reports for the CEO
- Conduct weekly folder clean-ups and digital audits
- Send payments to coaches and track coaching hours
- Create and post social media content using provided content (posts, reels, short videos)
- Create PowerPoint presentations from provided slide material
Tools You'll Use
- HoneyBook
- Google Workspace (Docs, Sheets, Drive)
- Internal CRM & shared spreadsheets
- Square
- QuickBooks
Requirements (Must-Have)
- At least 2 years of experience supporting US-based clients as a Business Assistant / Virtual Assistant / Admin
- Strong written English (daily client-facing emails)
- Proven experience with trackers, spreadsheets, and admin workflows
- Able to work consistently during US business hours
- Highly organized, detail-oriented, and reliable
- Stable internet and power backup
- Willing to work exclusively during assigned hours (no multitasking clients)
