Executive VA — GoHighLevel Automation Expert + Client File Coordinator (PST Hours)

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: TYPE OF WORK

Full Time

: SALARY

$850-$950/month

: HOURS PER WEEK

40

: DATE UPDATED

Apr 2, 2026

JOB OVERVIEW

About the role
We are a multi-line consulting firm based in Seattle, WA providing professional services across insurance, claims, and client advocacy. Our clients include individuals and families who are navigating complex, multi-step processes — many of whom are elderly and require patient, clear guidance throughout.

We're looking for a highly capable executive VA who can own our GoHighLevel CRM at a deep level, coordinate client files and document requests across multiple states, support our US-based coordinator, and communicate directly with clients when she's unavailable. This role demands someone who is organized, trustworthy, compassionate, and genuinely expert in GoHighLevel — not just familiar with it.

Four pillars of this role
Pillar 1 - GHL Automation Expert
Pillar 2 - Client File Coordination
Pillar 3 - Elderly Client Communication
Pillar 4 - Executive & Team Support

GoHighLevel — what we actually need
This is not a "I've used GHL before" role. You must have built automations, workflows, and pipelines from scratch and understand the full logic of the system — triggers, conditions, branching, actions, tags, and contact management.

Build and maintain automated workflows and nurture sequences from scratch
Set up and manage pipelines across multiple service lines and lead stages
Configure SMS, email, and voicemail automations with proper branching logic
Manage contact records, tags, and custom fields with accuracy
Monitor pipeline activity and flag stalled contacts or broken automations
Build forms, landing page integrations, and trigger links as needed
Troubleshoot workflow failures and message delivery issues
Document all automations with written SOPs or Loom walkthroughs
Client file coordination
We manage sensitive client files involving personal and supporting documents across multiple states. Accuracy, discretion, and persistent follow-through are non-negotiable.

Manage individual client files through a defined multi-step process from intake to completion
Request supporting records from agencies, providers, and third parties across multiple states
Track every outgoing document request with a consistent follow-up cadence until received
Maintain a clean, date-stamped activity log for every active file
Flag missing documents or process issues to the lead coordinator or principal promptly
Update client records in GHL as file milestones are reached
Elderly client communication
A significant portion of our clients are elderly and navigating an unfamiliar process. Your communication must be warm, patient, and written in plain English — never rushed, never condescending.

Answer inbound calls, texts, and emails from clients when our US coordinator is unavailable
Explain process steps clearly in plain, jargon-free language
Follow up with clients who haven't returned required documents — patiently and persistently
De-escalate concern or confusion with calm, reassuring communication
Log every client interaction with date, summary, and next step
Know when to escalate to the coordinator or principal — and do it without delay

Executive & coordinator support
Perform tasks on behalf of our US coordinator when she is unavailable or at capacity
Manage calendar, email triage, scheduling, and follow-up reminders for the principal
Request and track documents from agencies and entities across multiple states
Support content production workflows — formatting, uploading, light editing
Handle research, data entry, and administrative tasks as assigned
Maintain written SOPs and activity logs for all recurring responsibilities

Required skills
GoHighLevel — automation builder
Workflow & pipeline construction
CRM contact management
Above-average written English
Patient, clear client communication
Document request & tracking
Activity logging / SOPs
PST business hours — full-time
Google Workspace
Calendar & email management

Nice to have
Insurance, legal, or healthcare adjacent experience
Multi-state document requests
Loom for SOP recording
Notion or project management tools
WordPress basics

Compensation
Monthly rate (full-time, 40 hrs/week)
$750 – $950 / month
Based on GHL depth and relevant experience. Performance increases available at 90 days.

Hours & availability
Monday–Friday, 8:00 AM – 5:00 PM Pacific Time (Seattle, WA)
Must be reachable and responsive within 30 minutes during core business hours
Full-time commitment — this must be your primary role, not one of several clients
You will serve as the primary backup when our US coordinator is unavailable — reliability is essential

How to apply — read every word
Applications missing any of these steps will not be reviewed.

1. Begin your message with the subject line or opening line: SEATTLE-GHL
2. Describe your GoHighLevel experience — specifically what automations or workflows you have built, and what triggers, conditions, and actions you used
3. Share a Loom video or screenshot walkthrough of a GHL workflow or pipeline you personally built — no proof, no interview
4. Write a short message (3–5 sentences) as if you were reassuring an elderly client who is confused and anxious about a process they don't fully understand
5. Describe how you track tasks and pending document requests so nothing slips through the cracks
6. Confirm that this would be your full-time primary commitment and your available hours in Pacific Time

SKILL REQUIREMENT

Administrative Support GoHighLevel Virtual Assistant

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Executive VA — GoHighLevel Automation Expert + Client File Coordinator (PST Hours)

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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