CPT-11073 Executive Assistant & Client Support Virtual Assistant

Application Instructions

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Overview

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

This coaching and healing company is seeking a Business Support Virtual Assistant to function as an executive assistant and client support coordinator across multiple brands and programs.

The role centers on building and maintaining automated client support systems wherever possible, while remaining available as the human touchpoint when clients need a personal connection. The VA will help the founders stay organized, ensure clients are supported throughout their programs, manage recurring administrative workflows, and assist with day-to-day operational coordination.

This position requires someone highly organized, personable, automation-minded, and comfortable working directly with clients in a relationship-driven environment. The VA will work alongside a separate full-time marketing and tech assistant who owns deeper technical build-outs and execution; this role is supportive and coordinating in nature, helping a founder navigate day-to-day systems without needing to lead architecture or heavy implementation.

We don't expect fluency on every tool, but willingness and ability to learn quickly is essential. Primary platforms the VA should be comfortable in are GoHighLevel, Acuity Scheduling, and Stripe. Other tools can be ramped up on.

Comfort with AI tools is a plus. The deeper AI work is handled by the marketing and tech assistant, but openness to using AI for everyday productivity is welcome.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Scope of Services

Contractors will be required to provide services that align with the following client tasks:

Automated Client Support Systems

• Help maintain automated workflows for client reminders, onboarding sequences, payment follow-ups, and program access
• Use scheduling, email, and CRM tools to reduce manual touchpoints wherever possible
• Coordinate with the marketing and tech assistant on workflow updates and improvements
• Step in personally when a client needs human attention, judgment, or care beyond what automation can provide

Executive & Administrative Support

• Manage calendars, scheduling, and recurring operational tasks
• Support organization across multiple brands and programs
• Maintain spreadsheets and tracking systems for groups, programs, and client payments
• Help ensure all client records and operational details remain current and organized

Task & Project Management

• Maintain task and project tracking in Monday.com (or equivalent platform)
• Keep team workflows, recurring tasks, and project boards organized and up to date
• Help ensure deadlines, assignments, and follow-ups don't fall through the cracks

Client Support & Communication

• Assist clients with scheduling, Zoom access, and general support questions
• Follow up with clients regarding payments, reminders, and onboarding tasks
• Send reminder communications before coaching sessions and group programs (automated where possible)
• Provide personable and professional support for clients who require additional guidance

Program & Group Coordination

• Track participant sign-ups, payments, and attendance for group programs
• Maintain accurate spreadsheets for coaching groups and events
• Ensure client communication workflows are completed consistently

CRM & Systems Coordination

• Maintain and update CRM records, contact data, and tagging structures
• Support day-to-day use of GoHighLevel workflows (heavier build-outs handled by the marketing and tech assistant)
• Manage Google Drive organization, password management, and shared folder hygiene
• Coordinate Acuity Scheduling and Stripe activity
• Help troubleshoot routine client access issues across systems
• Provide day-to-day systems guidance to the founder, escalating deeper technical work to the marketing and tech assistant

Session & Documentation Support

• Assist with Zoom session coordination and transcription management
• Organize and deliver transcriptions or recordings to the founders as needed

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

Skills

The Contractor must demonstrate proficiency in the following, depending on the Client's requirements:

• Experience in executive assistance, business support, or client coordination
• Familiarity with automated client workflows (building or maintaining)
• Strong organizational and communication skills
• Demonstrated proficiency with spreadsheets, scheduling systems, and email workflows
• Experience with task and project management platforms such as Monday.com or equivalent
• Comfortable supporting founders in a fast-moving but relationship-driven environment

Ideal Candidate Profile

• Highly organized and dependable
• Warm, personable, and client-focused
• Automation-minded with strong instincts for what to systematize versus what requires human touch
• Comfortable supporting clients in a coaching/healing environment
• Strong written and verbal communication skills
• Able to manage multiple recurring workflows simultaneously
• Comfortable coordinating with a teammate (the marketing and tech assistant) on systems work
• Proactive and responsive with good follow-through
• Patient and supportive when walking a founder through day-to-day systems
• Willing and able to learn unfamiliar platforms quickly
• Open to using AI tools for everyday productivity

Application Software

Fluency is not expected on every platform --- willingness and ability to learn is essential.

Primary platforms (should be comfortable working in these):

• GoHighLevel
• Acuity Scheduling
• Stripe

Secondary platforms (ready to ramp up on):

• Google Workspace
• Zoom
• Monday.com (or equivalent task/project management platform)
• Spreadsheet tracking tools

Work Schedule

• Contracted Hours per Week: 40 Hours
• Scheduled Working Days: Monday through Friday
• Daily Working Time: 8AM MST -- 5PM MST

Note: The Company will make reasonable efforts to align the Assigned VA's schedule with the Client's preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

Terms of Engagement

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement

Role Summary & Requirements

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Senior-Advanced Level
• Contracted Hours per Week: 40 hours/week
• Daily Working Time: 8 AM MST -- 5 PM MST
• Scheduled Working Days: Monday-Friday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English
• ACCENT PREFERENCE: Level A--B (native or near native English accent required)
• REGION PREFERENCES: Any

What we offer

• Competitive rates
• Weekly payments
• Various open roles are available
• Free training and upskilling
• Constant support and guidance
• A vibrant community always ready to support you
• And more!