Executive Assistant / Operations Manager

Job Summary:
We're eager to welcome a proactive and highly organized Online Business Manager to become the operational right hand of a growing coaching business. This role centers on building and running client onboarding systems, managing projects from idea to execution, and coordinating a small support team. The ideal candidate is tech-savvy, consultative in their approach, and able to take a vision and turn it into structured, repeatable processes.

Key Responsibilities:

• Build and manage the full client onboarding process for group coaching programs, including contracts, onboarding forms, welcome sequences, and process documentation
• Manage calendars, Zoom links, and session scheduling for group programs and sync them to the founder's calendar
• Track client payments, flag missed payments, and follow up on outstanding balances
• Project manage multiple concurrent initiatives, translating high-level ideas into structured plans, timelines, and deliverables
• Review, simplify, and where appropriate migrate existing systems and funnels into a cleaner, more manageable setup
• Maintain lead databases, email lists, and CRM records
• Support the build and optimization of lead magnets and related marketing assets
• Delegate tasks to other team members, acting as the central point of contact and quality checkpoint
• Coordinate longer-term product and content projects, keeping scope, sequencing, and progress clear
• Identify opportunities to introduce AI tools and automation to reduce manual work

Mandatory Skills:

• Proven experience as an Online Business Manager, Operations Manager, or Project Manager supporting a coach, consultant, or service-based business
• Strong experience building and running client onboarding processes end to end
• Confident project management skills with the ability to take an idea and independently drive it to completion
• A consultative working style — proposes and confirms before building, rather than acting unilaterally
• Experience managing calendars, scheduling systems, and client communication workflows
• Comfortable tracking payments and maintaining accurate client records
• Genuinely tech-savvy with the ability to learn and evaluate new platforms quickly
• Working knowledge of AI tools and a clear interest in applying them to business operations
• Excellent written and verbal English communication skills
• Reliable, detail-oriented, and able to work independently with minimal supervision

Preferred Skills:

• Experience working directly with coaches, particularly in group coaching or membership program environments
• Familiarity with GoHighLevel, Showit, Kit, MailChimp, ScoreApp, Typeform, or Asana
• Experience coordinating or managing other virtual team members
• Exposure to software or SaaS product development from a coordination or project management perspective
• Ability to manage multiple projects simultaneously and prioritize effectively

Why Join Us:
This is an opportunity to step into a true right-hand role with real ownership and visible impact from day one. You will help shape systems from the ground up in a business with an ambitious growth vision, including new programs and product development. If you enjoy bringing structure to big ideas and working closely with a founder who values initiative, this role offers significant room to grow.