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Executive Assistant to a Life Coach
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Executive Virtual Assistant
Executive Assistant to a Life Coach
About the Job
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant (EA) to support daily business operations and executive functions. The ideal candidate will have a strong background in administrative support, document management, CRM administration, scheduling, client communications, and operational coordination within service-based businesses.
Key Responsibilities:
- Manage calendars, appointments, meetings, and scheduling across multiple stakeholders.
- Prepare reports, presentations, meeting notes, and business documentation.
- Handle confidential information with professionalism and discretion.
- Maintain organized digital filing systems and company documentation.
- Ensure accurate storage, retrieval, and version control of important business records.
- Develop and improve document management processes to enhance operational efficiency.
- Monitor administrative workflows and ensure compliance with company procedures.
- Manage and maintain CRM records, ensuring data accuracy and completeness.
- Generate CRM reports and provide insights on lead activity and conversion performance.
- Monitor follow-up schedules and ensure timely communication with prospects and clients.
- Manage HubSpot CRM and related marketing tools.
- Create and maintain email marketing campaigns and contact lists.
- Build and optimize lead generation workflows and automated nurture sequences.
- Set up and manage automated workflows for repetitive administrative and client-facing tasks.
- Serve as a primary point of contact for client inquiries and communications.
- Coordinate meetings, onboarding processes, and follow-ups with clients and stakeholders.
- Maintain professional and responsive communication across email, phone, and digital platforms.
- Build positive relationships while ensuring a high standard of client service.
- Support day-to-day business operations and cross-functional coordination.
- Assist with project tracking, task management, and deadline monitoring.
Required Skills & Qualifications:
- 3+ years of experience in Executive Assistant, Administrative Assistant, Operations Coordinator, or similar support roles.
- Experience supporting service-based businesses or professional service organizations preferred.
- Proven ability to manage multiple priorities in a fast-paced environment.
- Strong experience with CRM systems and lead management processes.
- Hands-on experience with HubSpot CRM, including contact and pipeline management, email marketing campaigns, lead generation workflows, workflow automation and reporting and analytics.
- Experience with digital document management and cloud-based filing systems.
- Exceptional organizational and time-management skills.
- Strong written and verbal communication abilities.
- High attention to detail and accuracy.
- Problem-solving mindset with a proactive approach.
- Ability to work independently and manage confidential information.
- Strong client service and relationship management skills.
- Process-oriented with a focus on efficiency and continuous improvement.
- Experience with project management platforms such as Asana, ClickUp or Trello.
- Knowledge of business process automation and workflow optimization.
- Experience supporting multiple departments or business units.
- Familiarity with sales and marketing operations.
Benefits & Application Process:
- 100% remote work.
- Follow AU business hours, no graveyard shifts.
- Weekly pay through Wise every Tuesday.