Executive Assistant — GoHighLevel & Shopify

Role: Executive Assistant — GoHighLevel & Shopify

Hours: To be confirmed

Rate: From $10 AUD/hr on a contractor basis

⚠ GoHighLevel and Shopify experience are both non-negotiable — applications without hands-on experience in both will not be considered.

About the Role

A fast-growing skincare and beauty brand is looking for an insanely organised, deeply proactive Executive Assistant and Sales CRM Coordinator who lives and breathes GoHighLevel. This is not a typical VA role. The founder needs someone who can take a 30-second voice note after a discovery call and handle everything from there — updating GHL, writing the notes, sending follow-up information, creating tasks, chasing leads when they're due and only coming back when they genuinely need input.

If you are the kind of person who looks at a CRM and immediately sees what needs to happen next — who notices things before being told, closes loops without being asked and genuinely loves organisation — this role was built for you.

GoHighLevel and Shopify proficiency and excellent English are all non-negotiable. Experience in the beauty, skincare or aesthetics industry is a strong advantage.

What You'll Be Doing

GoHighLevel & CRM

• Keep GHL notes completely up to date after every call, interaction and touchpoint
• Action GHL tasks and follow-ups daily — nothing sits outstanding
• Update every lead and client record after the founder has a call — notes, tags, next action and follow-up date
• Ensure every lead always has a clear next action and follow-up date
• Set up and send all follow-up information after discovery calls — price lists, treatment information, opening order options, training links, onboarding information and more
• Follow up discovery calls proactively after the founder has spoken with a prospect
• Contact new enquiries who haven't yet booked a discovery call
• Go back through old enquiries and leads that haven't been followed up — re-engage and get them booked back in
• Keep on top of leads who say 'follow up next week/month' — nothing falls through the cracks
• Build and manage events, pipelines, workflows and automations within GHL
• Troubleshoot GHL issues independently

Inbox & Email Management

• Manage the inbox and respond to straightforward everyday emails on behalf of the founder
• Flag anything that requires a personal response or decision — don't waste the founder's time on things that don't need them
• Send all follow-up information, proposals and communications to leads and clients
• Maintain professional, warm and on-brand communication in every interaction

Executive Support

• Help the founder stay on top of outstanding tasks and priorities
• General admin and scheduling as needed
• Communicate directly with leads, clinic owners and clients — confident, warm and professional
• Come back to the founder only when you actually need them — handle everything else independently

What We're Looking For

The Non-Negotiables

• GoHighLevel — highly proficient, hands-on experience with CRM, pipelines, automations and workflows
• Shopify — comfortable navigating the backend, managing products, orders and customer records
• Insanely organised — nothing falls through the cracks, ever
• Extremely proactive — sees what needs to happen next without being told
• Excellent written and spoken English — communicates professionally with leads and clients directly
• Sales admin and lead follow-up experience — understands the pipeline and moves people through it
• Fast with systems and technology — picks up tools quickly and works efficiently
• Works completely independently — doesn't need constant direction
• Closes loops — notices things before being asked, takes initiative and follows through
• Reliable — shows up, delivers and never needs chasing

Bonus Points

• Experience in the beauty, skincare, aesthetics, wellness or coaching industry — highly regarded
• Experience with client nurture sequences and sales pipeline management
• Comfortable following up leads and clinic owners confidently by phone or message
• Canva experience for supporting client communications and assets
• Experience supporting a founder or business owner in a high-output environment

The Person We're Looking For

The founder can finish a discovery call, send a quick voice note — 'Just spoke to X, she's interested in the starter package, wants to launch next month, follow up Friday' — and this person can take it from there. Update GHL. Write the notes. Send everything through. Create the follow-up. Chase it when it's due. Come back only when they actually need the founder.

If that sounds like exactly how you work — we'd love to hear from you.

What to Include in Your Application

• Cover letter — tell us specifically about your GoHighLevel experience, the systems you have built or managed and how you approach lead follow-up and CRM management
• Resume or LinkedIn profile
• Examples of GHL workflows, pipelines or automations you have set up
• Tell us about a time you managed a CRM and lead follow-up process end to end
• Applications without GoHighLevel and Shopify experience will not be considered

Pay: From Php430.00 per hour

Work Location: Remote