Part-Time Client Success & Operations Virtual Assistant for Wellness Clinic

Client Success & Operations Assistant
Atlanta Wellness Clinic

Atlanta Wellness Clinic is looking for a highly organized, proactive, detail-oriented Virtual Assistant to support the day-to-day operations of a growing wellness, coaching, and health optimization business.

This role is ideal for someone who enjoys client communication, scheduling, online community management, CRM organization, event support, and administrative operations. The right person will help ensure that clients feel supported, leads are followed up with, events run smoothly, and backend tasks are handled consistently.

This is a part-time remote role requiring approximately 15–20 hours per week, with potential to grow over time.

About Atlanta Wellness Clinic

Atlanta Wellness Clinic helps women improve their health, energy, habits, body composition, and confidence through coaching, nutrition education, lifestyle support, body contouring, wellness optimization, and membership-based programs.

Our clients are often busy women who may be navigating weight loss, GLP-1 medications, perimenopause, menopause, low energy, inconsistent habits, or frustration with starting and stopping health programs. We focus on practical, supportive, sustainable change.

This role is important because client follow-up, communication, organization, and consistency are a major part of the client experience.

Role Overview

The Client Success & Operations VA will support administrative, client communication, scheduling, community management, event coordination, CRM updates, and operational tasks.

This person will help keep the business organized and ensure that no client, lead, task, or follow-up falls through the cracks.

The ideal candidate is warm, professional, tech-savvy, dependable, organized, and able to follow instructions while also thinking ahead.

Key Responsibilities
Client Communication & Follow-Up

Send approved follow-up messages to clients and leads via email, SMS, or CRM.

Follow up with clients who booked consultations, purchased audits, started coaching, or attended events.

Send appointment reminders, confirmation messages, and next-step instructions.

Follow up with clients who missed appointments or have gone quiet.

Send onboarding emails to new coaching or membership clients.

Send approved check-in messages to coaching clients.

Remind clients to complete forms, food logs, trackers, or assignments.

Collect testimonials, Google reviews, client wins, photos, or progress updates using approved scripts.

Flag client concerns, questions, complaints, or urgent needs to the owner.

Track client follow-up status in the CRM or tracking spreadsheet.

Important: This role does not provide medical, nutrition, hormone, peptide, or supplement advice. All client questions requiring professional input must be escalated.

Scheduling & Calendar Management

Schedule coaching calls, consultations, audit reviews, webinars, events, and internal meetings.

Send calendar invites and Zoom links.

Confirm appointments with clients.

Reschedule appointments when needed.

Help protect the owner’s calendar by keeping appointments organized and reducing scheduling conflicts.

Maintain an organized calendar with clear titles, client names, meeting links, and notes.

Track upcoming calls, events, webinars, and deadlines.

Mighty Networks Community Management

Support management of the clinic’s online communities, including the Habit Hacker Collective and GLP Optimization Membership.

Welcome new members.

Approve member requests when appropriate.

Schedule approved posts and reminders.

Post weekly prompts, check-ins, event reminders, and engagement questions.

Upload resources, guides, worksheets, and replay videos.

Organize content inside the community.

Track member engagement and identify inactive members.

Celebrate member wins using approved language.

Tag the owner when members ask questions requiring expert response.

Support challenge activities, group discussions, and accountability prompts.

Webinar, Workshop & Event Support

Assist with setup and coordination of virtual events, webinars, workshops, and community sessions.

Create or update registration pages using approved templates.

Schedule Zoo ---------- etings or webinars.

Send reminder emails and texts before events.

Prepare attendee lists.

Collect questions before sessions.

Monitor chat or attendance if needed.

Send replay links and post-event follow-ups.

Track attendees and no-shows.

Help move event attendees into the correct follow-up sequence or lead tracker.

Support preparation of event materials, handouts, and links.

CRM & Lead Management

Monitor new leads from website forms, landing pages, free guides, events, social media, ads, and other sources.

Add or update contacts in Go High Level or the CRM.

Tag leads based on interest area, such as coaching, GLP support, menopause, peptides, body contouring, audits, or memberships.

Track leads through the pipeline.

Follow up with warm leads using approved scripts.

Identify leads who need personal follow-up from the owner.

Maintain clean and accurate contact records.

Help upload or schedule email and SMS campaigns.

Remove clients from incorrect sequences when needed.

Assist with basic CRM reporting.

Client Onboarding & Program Administration

Send welcome emails and onboarding instructions.

Send intake forms, agreements, scheduling links, and approved starter resources.

Add clients to the correct programs, communities, or tracking systems.

Track completed onboarding steps.

Maintain client folders or records.

Send reminders for weekly coaching homework or program assignments.

Track client session count and program progress.

Prepare a simple client status summary for the owner when needed.

Support offboarding by sending completion messages, review requests, testimonial requests, and next-step offers.

Inventory, Ordering & Vendor Coordination

Track basic inventory and supply needs.

Coordinate ordering for laundry service, clinic supplies, cryo tanks, wellness supplies, office supplies, printed materials, and other recurring needs.

Track shipments and delivery status.

Maintain a reorder list or supply tracker.

Notify the owner when supplies are low.

Communicate with vendors using approved instructions.

Maintain records of orders, receipts, and invoices.

Admin & File Organization

Organize Google Drive or shared folders.

Maintain folders for clients, events, guides, marketing materials, SOPs, vendors, and partnerships.

Save important documents, receipts, agreements, and forms.

Keep templates organized and easy to find.

Maintain spreadsheets, trackers, and checklists.

Update SOPs as processes are created or improved.

Help ensure business documents are named and stored consistently.

Content & Marketing Support

Schedule approved social media posts.

Upload content to Meta Business Suite, Mighty Networks, Wix, GHL, or other platforms as needed.

Create simple Canva graphics using existing templates.

Repurpose approved content into simple captions, emails, or community posts.

Format guides, handouts, worksheets, and PDFs using templates.

Maintain a content calendar.

Track awareness days, holidays, events, and promotional dates.

Organize testimonials, client wins, and before/after assets.

Assist with email newsletter formatting and scheduling.

The owner will provide strategy, brand voice, and final approval for major content.

Partnership & Outreach Support

Maintain a partnership tracker.

Organize contacts from events, expos, networking meetings, and community partnerships.

Send follow-up emails using approved templates.

Schedule partnership meetings.

Research potential community partners, corporate wellness opportunities, event partners, or referral sources.

Prepare simple one-page summaries or follow-up materials using templates.

Track next steps after partnership conversations.

Weekly Reporting

Prepare a weekly summary report that includes:

New leads received
Follow-ups completed
Clients needing attention
Appointments scheduled
No-shows or cancellations
Audit buyers needing follow-up
Membership activity
Mighty Networks engagement summary
Events or webinars coming up
Supplies ordered or low-stock items
Content scheduled
Reviews or testimonials requested
Open questions needing owner decision

Tools & Platforms

Experience with the following is preferred, but training can be provided for the right person:

Go High Level or other CRM platforms
Mighty Networks
Google Workspace
Google Calendar
Gmail
Zoom
Canva
Meta Business Suite
Wix
Shopify
Scheduling tools
Spreadsheets
Project management tools such as Trello, Asana, ClickUp, or ----------

Required Skills

Strong written English communication
Professional and warm client communication style
Excellent attention to detail
Highly organized and reliable
Ability to follow SOPs and written instructions
Comfortable with technology and learning new platforms
Able to manage multiple tasks and deadlines
Strong calendar and scheduling skills
Able to maintain confidentiality
Proactive problem solver
Comfortable asking questions when something is unclear
Able to escalate client issues appropriately
Good judgment when communicating with clients
Ability to work independently with limited supervision

Preferred Experience

Experience supporting a coach, consultant, clinic, med spa, wellness business, healthcare-adjacent business, online community, or membership program.

Experience with CRM management, email/SMS follow-up, online event support, client onboarding, or community management is highly preferred.

Experience working with U.S.-based clients or business owners is a plus.

Work Schedule

Part-time remote role.

Expected hours: 15–20 hours per week.

Preferred availability: Monday–Friday with some overlap during U.S. Eastern Time business hours.

Some occasional support may be needed for webinars, events, launches, or client follow-up windows.

The exact schedule can be discussed, but consistency is important.

Compensation

Hourly rate based on experience.

Please include your expected hourly rate when applying.

What Success Looks Like

The right person will help Atlanta Wellness Clinic become more organized, consistent, and responsive.

Success in this role means:

Clients receive timely follow-up.
Leads are not missed.
Appointments are scheduled and confirmed.
Mighty Networks stays active and organized.
Events and webinars are supported smoothly.
Supplies and admin tasks are handled before they become urgent.
The CRM is clean and updated.
The owner has a clear weekly view of what needs attention.
The business feels less reactive and more organized.

Important Boundaries

This role does not provide medical advice, nutrition advice, supplement recommendations, hormone advice, peptide advice, medication advice, or treatment guidance.

The VA may send approved educational resources and scripted messages only.

All client questions related to symptoms, medication, side effects, hormones, peptides, nutrition recommendations, supplements, or medical concerns must be escalated to the owner or appropriate provider.

Application Instructions

To apply, please send:

A 1 -2 min video explaining why you want the role and how your experience aligns with the requirements of the role.
Your resume or work experience summary
Your expected hourly rate
Your availability and time zone
A short paragraph explaining why you are interested in this role
A list of tools/platforms you have experience using
Examples of similar work you have done, if available

Please also answer the following questions:

Have you worked with a coach, clinic, wellness business, med spa, or membership community before?
What CRM or email/SMS platforms have you used?
How do you stay organized when managing multiple tasks?
Are you comfortable communicating with clients using approved scripts?
Are you available for some overlap with U.S. Eastern Time?

Please note. I will not review any application submission that does not meet the requirements. The ability to follow directions and being detailed oriented is critical.