Virtual Assistant – Business Coaching

About the Role

We are looking for a highly organised, proactive Part-Time Virtual Assistant to support a busy
business coach and consultant as their client base continues to grow.
The successful candidate will take ownership of a range of day-to-day administrative tasks,
helping streamline processes, keep client activities organised, and free up the coach to focus on
their clients and business development.
This is a great opportunity for someone who is comfortable working independently, enjoys
working with technology and AI tools, and has excellent attention to detail.

Key Responsibilities

Administrative & Client Support

● Manage and organise session notes and meeting follow-ups
● Review meeting transcripts and use AI-generated outputs to complete required actions
● Ensure relevant information is shared with clients, the coach, and internal teams
● Maintain client trackers and records
● Set up calendar activities, reminders, agendas, and accountability tasks
● Manage follow-up reminders and ensure outstanding actions are completed
● Assist with Monday client communications and other recurring activities
● Monitor client-related administrative tasks and escalate issues where necessary

Calendar & Booking Management

● Manage the process around Calendly bookings
● Monitor incoming bookings and ensure information is accurately recorded
● Keep calendars and meeting-related information organised
● Support the preparation and follow-up of client meetings

Social Media & Content Support

● Maintain a consistent social media posting schedule
● Repurpose content generated from coaching sessions into engaging social media posts
● Take AI-generated content and adapt it into the coach's personal voice
● Make content clear, engaging and suitable for social media
● Assist with basic image selection or creation where required
● Support a consistent content process rather than being responsible for a full social
media strategy

Tracking & Event Administration

● Maintain Excel-based trackers and databases

● Copy and organise information from AI-generated outputs into relevant tracking systems
● Track monthly and quarterly events
● Monitor registrations, attendance, confirmations and outstanding responses
● Record reasons for non-attendance or declined participation where required
● Assist with occasional payment follow-ups and escalate financial issues to the appropriate team