[Hiring] Admin Assistant @Winning Assistants

Role Description

Our client is a functional health coaching company that helps women reclaim their energy and vitality through personalized six-month coaching programs. Their small, close-knit team operates virtually, supporting clients through structured 1:1 and group coaching, powered by systems that keep everything running smoothly behind the scenes.

They are looking for a detail-oriented Admin Assistant who enjoys keeping things organized, communicates clearly, and takes pride in ensuring nothing falls through the cracks—so their coaches and CEO can focus on what they do best.

Responsibilities

• CEO Support:
  • Manage the CEO’s calendar — scheduling meetings, sending invites, and protecting focus time.
  • Monitor and triage the CEO’s inbox, flagging priority messages and drafting routine responses.
  • Prepare agendas and take notes during internal team meetings and external calls.
  • Track open action items, follow up on outstanding tasks, and keep the CEO informed on progress.
  • Handle scheduling coordination with vendors, contractors, and collaborators on behalf of the CEO.
  • Complete research tasks as assigned — vendors, tools, pricing, competitor info, etc.
  • Assist with organizing and preparing materials for launches, content, and special projects.
• Team Coordination and Admin:
  • Schedule and coordinate recurring team meetings, 1:1 check-ins, and group calls.
  • Send meeting reminders, prep notes, and follow-up summaries to the team.
  • Maintain team calendars and coordinate scheduling across coaches and staff.
  • Help onboard new team members by setting up accounts, sharing access, and sending welcome materials.
  • Keep shared folders, files, and documentation organized and up to date.
  • Track team-related deadlines and ensure items are completed on time.
• Client Administration:
  • Maintain accurate client records in Practice Better and GoHighLevel (GHL), including intake info, program status, and contact details.
  • Update client tracking documents and dashboards (e.g., client stoplights, delivery pulse) as directed.
  • Send routine client communications, reminders, and check-in messages using pre-approved templates in GHL.
  • Assist with scheduling client calls and coordinating calendar availability between coaches and clients.
  • Track client program milestones and flag upcoming transitions, completions, or missing check-ins to the appropriate coach.
  • Support the collection of testimonials, Google reviews, and end-of-program feedback as directed.
  • Assist with client offboarding communications and membership transition follow-ups.
• Systems and Admin Support:
  • Maintain and update standard operating procedures (SOPs) as processes evolve.
  • Keep Asana up to date — adding tasks, updating statuses, and ensuring project boards reflect current work.
  • Perform data entry and record-keeping across platforms (GHL, Practice Better, Google Sheets).
  • Manage digital filing systems in Google Drive — naming conventions, folder structure, and version control.
  • Assist with formatting, proofreading, and preparing internal documents and reports.
  • Support routine GHL administrative tasks such as updating contact records, pipelines, and tags.
  • Flag any system issues, broken workflows, or process gaps to the CEO.

Qualifications

• 1+ years of experience as an admin assistant, virtual assistant, or in an operational support role.
• Strong written communication skills — clear, professional, and warm in tone.
• Excellent organizational skills and attention to detail — you catch what others miss.
• Self-starter who can follow a process, manage a task list, and complete work without constant check-ins.
• Comfortable working across multiple platforms and tools — you pick up new software quickly.
• Reliable internet connection and a quiet, professional remote work setup.
• Discretion with sensitive client and business information.

Requirements

• Must be proficient in speaking and writing English very clearly.
• Must have relevant work experience.
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding (mandatory).
• Must be available for video meetings with your camera on (when needed).

Technical Requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 10 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional environment.

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.