Virtual Assistant for US Business

PART-TIME VIRTUAL ASSISTANT – High Conflict Resolutions, LLC

PLEASE READ THE ENTIRE POST before applying as we are looking for a very specific fit, and if you don't meet the criteria, we won't be able to conduct an interview. If you haven't responded specifically to the questions below, I won't respond to your application.


About the Role

We are a growing U.S.-based coaching and business specializing in high-conflict co-parenting. We are looking for a highly experienced, detail-oriented Virtual Assistant to support our founder on a part-time, flexible basis — approximately 2–3 hours per day. This is not a fixed-schedule role. You should already be working with other clients throughout the day and available to complete tasks as they come in, with reasonable turnaround times. Over time, as the business continues to grow, the number of hours can grow as well.

This role is primarily administrative and operational. You will not be speaking with clients on the phone, but you WILL be writing emails on behalf of the founder to clients and professional referral partners. Exceptional written English is non-negotiable.

IMPORTANT: We will train you on how we do things in our business. We will NOT be training you on the tools themselves. You must arrive fully proficient in every skill listed below. Please do not apply if you are still learning these platforms.


What You'll Do

— Lead the migration of existing client accounts from our current CRM (17hats) to a new platform, ensuring no data loss and clean record organization throughout the transition
— Onboard new clients in our CRM (set up profiles, send coaching agreements, intake questionnaires, and welcome emails)
— Monitor the founder's calendar daily and send Zoom links and session reminders to clients
— Set up and manage automated reminders so clients receive notifications ahead of coaching sessions
— Draft and send professional emails to clients and referral partners using approved language and templates
— Post approved social media content across multiple platforms or schedule via Later (or similar scheduling tool). Posting to Instagram, LinkedIn, YouTube, Facebook, and TikTok.
— Edit and manage short-form video content inside Riverside.fm (willingness to learn this specific platform is required — all other tools must already be mastered)
— Support general business operations in Google Workspace (Gmail, Drive, Docs, Sheets, Calendar)
— Communicate with the team via Slack and manage appointment scheduling through Calendly
— Use AI tools such as Claude or ChatGPT as efficiency aids for drafting, formatting, and organizing work
— Identify podcast hosts and outreach opportunities to position the Founder as a guest, then send approved outreach messages
— Identify guest writing and blog contribution opportunities relevant to our field
— Research applicable grants and submit approved applications on the founder's behalf


What We're Looking For

— Exceptional written English — this is the most critical requirement; your emails will represent our brand to clients and professional referral partners
— Minimum 2 years of VA experience working with U.S.-based clients
— Proven, hands-on experience with CRM platforms — please name the specific platforms you've used and for how long
— Experience with CRM migration or platform transitions strongly preferred; must be comfortable owning a data migration project from start to finish
— Proficiency in: Google Workspace, Zoom, Slack, Calendly, and social media scheduling tools (Later, Buffer, or similar)
— Comfortable using Claude (Anthropic) or ChatGPT as a daily efficiency tool — this is expected, not optional
— Strong attention to detail; we work with clients navigating high-stakes family situations and errors are not acceptable
— Self-motivated, reliable, and able to manage tasks asynchronously without hand-holding
— Available to respond and complete tasks during U.S. Pacific business hours (flexibility within those hours is fine)


What This Is NOT

This is not a content creation role. You will not be writing social media captions from scratch or developing strategy. Content is provided to you — your job is to execute it accurately and on time. This is also not an entry-level role. If you are still building your VA skills, this is not the right fit.


Hours & Pay

2–3 hours per day, flexible scheduling
Please include your hourly rate when you apply.


How to Apply

Please send a brief introduction that includes all five of the following — applications missing any item will not be reviewed:

1. The CRM platforms you have used, how long you used each, and whether you have managed a CRM migration
2. A short writing sample — an example of a professional email you wrote for a U.S.-based client (do not use AI to write this sample — we will know)
3. Which AI tools you currently use in your work and specifically how you use them
4. Your current client load and general daily availability
5. Have you ever migrated client records from one CRM to another? If so, which platforms were involved and how did you manage the transition?