Virtual Assistant – Business Coaching

About the Role
We are looking for a highly organised, proactive Part-Time Virtual Assistant to support a busy
business coach and consultant as their client base continues to grow.
The successful candidate will take ownership of a range of day-to-day administrative tasks,
helping streamline processes, keep client activities organised, and free up the coach to focus on
their clients and business development.
This is a great opportunity for someone who is comfortable working independently, enjoys
working with technology and AI tools, and has excellent attention to detail.

 

Key Responsibilities
Administrative & Client Support
● Manage and organise session notes and meeting follow-ups
● Review meeting transcripts and use AI-generated outputs to complete required actions
● Ensure relevant information is shared with clients, the coach, and internal teams
● Maintain client trackers and records
● Set up calendar activities, reminders, agendas, and accountability tasks
● Manage follow-up reminders and ensure outstanding actions are completed
● Assist with Monday client communications and other recurring activities
● Monitor client-related administrative tasks and escalate issues where necessary

Calendar & Booking Management
● Manage the process around Calendly bookings
● Monitor incoming bookings and ensure information is accurately recorded
● Keep calendars and meeting-related information organised
● Support the preparation and follow-up of client meetings

 

Social Media & Content Support
● Maintain a consistent social media posting schedule
● Repurpose content generated from coaching sessions into engaging social media posts
● Take AI-generated content and adapt it into the coach's personal voice
● Make content clear, engaging and suitable for social media
● Assist with basic image selection or creation where required
● Support a consistent content process rather than being responsible for a full social
media strategy

Tracking & Event Administration
● Maintain Excel-based trackers and databases
● Copy and organise information from AI-generated outputs into relevant tracking systems
● Track monthly and quarterly events
● Monitor registrations, attendance, confirmations and outstanding responses
● Record reasons for non-attendance or declined participation where required
● Assist with occasional payment follow-ups and escalate financial issues to the appropriate team

● Previous experience as a Virtual Assistant, Personal Assistant, Executive Assistant or Administrative Assistant
● Excellent organisation and attention to detail
● Strong written English and communication skills
● Comfortable managing multiple tasks and deadlines
● Ability to work independently and proactively
● Good knowledge of AI tools, particularly ChatGPT and/or Claude
● Experience using Notion is highly desirable
● Strong Microsoft Excel skills, particularly creating and maintaining trackers
● Comfortable working with calendars, scheduling and online meeting platforms
● Basic understanding of social media content and posting
● Ability to take existing content and make it clear, engaging and aligned with a particular
person's voice

The ideal candidate will be someone who doesn't need to be micromanaged. You'll be trusted to take a list of recurring tasks, understand the process and make sure everything gets done accurately and on time. You should be comfortable using AI as part of your everyday workflow and be interested in finding ways to make administrative processes more efficient. Experience supporting a coach, consultant, entrepreneur or client-facing professional would be an advantage