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

.

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

ofhope).

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 andre

use.

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 coachesso you understand the language and context more quickly.

• Requirements Experience & Skills

• At least 34 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).