Executive Assistant + Program Operations

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TYPE OF WORK

Full Time

SALARY

2000+ per month

HOURS PER WEEK

35

DATE UPDATED

Sep 19, 2026

JOB OVERVIEW

Executive Assistant + Online Business Operations Manager, Chief Operating Officer

**Remote | Full-Time | 9:00 AM to 5:00 PM EST**

I’m looking for a highly organized, proactive Executive Assistant / Operations Manager to help me run and grow my online coaching business.

I run a coaching program that helps Realtors build personal brands, create content, generate leads, and grow their businesses through social media. I’m also actively growing my Instagram, launching YouTube, expanding on TikTok, creating new offers, and building systems that allow the business to scale.

This is **not** a basic VA position.

I’m looking for someone who can think like an operator/business owner, communicate exceptionally well, take ownership, solve problems, and proactively bring ideas to the table.

What you’ll be responsible for:

• Executive support, calendar and email management
• Managing client onboarding, contracts, NDAs, payments and offboarding
• Scheduling sales calls and managing lead follow-up
• Client communication and regular check-ins
• Joining Zoom calls, taking notes and managing follow-up
• Managing our coaching community and client experience
• Creating and sending email campaigns to my database
• Managing CRM and client/member tracking
• Supporting Instagram, YouTube and TikTok growth
• Content organization, repurposing and scheduling
• Canva templates and marketing materials
• Researching competitors, trends, tools and opportunities
• Finding ways to improve our coaching program and client experience
• Creating and maintaining SOPs and systems
• Tracking business metrics and preparing weekly reports
• Identifying things that can be automated, delegated or improved
• Bringing me **at least 3 thoughtful ideas each week** to improve, grow or monetize the business

he person I’m looking for has these qualities - do not apply if you do not possess.

• Extremely organized and detail-oriented
• An exceptional communicator, both written and verbal
• Proactive and resourceful
• Comfortable communicating with clients and business owners
• Tech-savvy and quick to learn new systems
• Comfortable with Zoom, Canva, Google Workspace, GHL, CRMs and social media
• Strong at project management and follow-through
• Comfortable researching and solving problems independently
• Business-minded and curious
• Comfortable taking ownership without constant direction
• Someone who notices problems and brings solutions

I don't want someone who asks, **“What should I do today?”**

I want someone who can say, **“I noticed this, I researched it, and here’s what I think we should do.”**

Schedule & Availability

**This is a full-time position requiring availability Monday through Friday, 9:00 AM to 5:00 PM EST.**

You must be consistently available during these hours and comfortable joining Zoom calls regularly.

Excellent communication and responsiveness are non-negotiable.

PLEASE READ BEFORE APPLYING

I am intentionally making the application process more involved because I want to respect both of our time.

**Do not apply unless you have read this entire job description and are prepared to follow the application instructions below.**

Please send:

**1. Your resume**

**2. Examples of your previous work**

This could include SOPs, project management systems, email campaigns, Canva work, social media management, reports, client onboarding systems, or anything else relevant to this position.

**3. Tell me about 2–3 problems you have personally solved for a CEO, business owner or previous employer that helped take tasks off their plate.**

I want to know:

• What was the problem?
• What did you do?
• What was the result?

**4. Complete this DISC assessment and send me your results before applying:**

[DISC Assessment]( ---------- )

**5. Send me a 1-minute video introducing yourself and answering this question - this should not be a copy paste of a previous video you recorded:**

**“How have you helped a CEO or business owner successfully manage and grow their business?”**

Tell me specifically what you have taken ownership of, what problems you've solved, and how you've made the owner's life or business better.

**6. Tell me what you believe makes an exceptional Executive Assistant different from an average VA.**

**7. Give me one example of something you have proactively improved without being asked to do it.**

**8. Tell me what systems or tools you have experience using.**

I am much more interested in **how you think, communicate, solve problems and take ownership** than simply how many years you've worked as a VA.

If you're someone who loves organization, gets excited about making businesses run better, notices the little things, and enjoys being the person behind the scenes making everything happen, I want to hear from you.

If you need to be told exactly what to do every day, this probably isn't the right role. I need you to be my second brain for my business and someone without executive experience will not work for this role.

At the top of your response, please write "Let's grow this thing" so I can see if you follow instructions

SKILL REQUIREMENT
Organization Operation Management Executive Assistance
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