WFH Notion Operations Coordinator

Job Overview

Our client is looking for an operational backbone for a thriving coaching business, taking ownership of all administrative tasks that keep the business running smoothly. This is a hands-on role where you'll manage follow-ups, coordinate group calls and masterclasses, maintain tracking systems in Notion, and ensure nothing falls through the cracks. You'll work directly with the founder to build structure and consistency, freeing them to focus on what they do best while you handle the behind-the-scenes work that makes it all possible.

Client Overview

Our client is a growing coaching and consulting business based in New Zealand, specializing in business coaching, speaking engagements, and group masterclasses. The business is expanding and needs dedicated administrative support to maintain structure and consistency while the founder focuses on client-facing coaching work and revenue-generating activities.

Schedule: Monday - Friday, 4 hours per day NZDT (20 work hours per week)

Responsibilities

• Manage all administrative tasks including sending emails, contracts, and follow-up communications
• Update and maintain trackers and systems in Notion to ensure business operations stay organized
• Follow up with leads and clients to nurture relationships and maintain engagement
• Coordinate group calls and masterclasses including sending calendar invites and reminder emails
• Handle administrative backlog and ensure timely completion of all outstanding tasks
• Monitor and respond to messages on social media platforms to maintain human connection with the audience
• Support with LinkedIn outreach and connection-building with similar professionals in the coaching field
• Assist with email marketing tasks and campaign execution
• Provide relationship-focused communication that aligns with the brand's personal touch
• Adapt to new processes and take on additional administrative responsibilities as the business grows

Requirements

• Proven experience in administrative support or virtual assistant roles
• Strong organizational skills with ability to create and maintain structure and consistency
• Excellent written communication skills with a relational, professional tone
• Experience with Notion or similar project management and tracking platforms
• Ability to manage multiple tasks and follow-up workflows simultaneously
• Comfortable with email management, calendar coordination, and client communication
• Self-motivated and able to work independently with minimal supervision
• Experience supporting coaches, consultants, or service-based businesses

Qualifications

• Bonus if you have experience with Xero accounting software
• It helps if you're familiar with LinkedIn outreach and connection strategies
• Bonus if you have experience with email marketing platforms and campaigns
• It helps if you've worked with group programs or masterclass coordination
• Bonus if you have a coaching or business development background

Why Join This Team

• Work directly with a business owner who values structure, consistency, and strong relationships
• Flexible remote role with dedicated hours Monday to Friday
• Opportunity to grow with an expanding coaching business
• Variety of responsibilities that keep the work interesting and dynamic
• Autonomy to manage processes and make the role your own
• Long-term stability with a client who invests in ongoing support

Independent Contractor Perks

• Permanent work from home
• Immediate hiring

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities:

When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.