Senior Executive Assistant

Administrative

• Calendar and appointment management
• Inbox management and triage
• Serving as first point of contact for clients, prospects, and vendors
• Research on outside resources, services, content, and data
• News curation relevant to the founder’s market and content pipeline
• Completing paperwork and forms
• Transcriptions, proofreading, and fact-checking
• Creating SOPs, systems, and internal documentation

Systems and Technology

• GoHighLevel administration at expert level: funnels, workflows, smart lists, automations, pipelines, and domains
• Integration of online systems including website, blog, e-commerce, and embedded widgets
• Research, implementation, and training on new tools that improve processes
• Applied use of AI tools for research, drafting, and workflow efficiency

Marketing and Program Operations

• Course and program launch support: module uploads, workbooks, participant onboarding, portal and membership site management
• Email campaigns, newsletters, marketing blasts, nurture sequences, and opt-in systems
• Email deliverability management, including spam, domain, and DNS troubleshooting in GoHighLevel
• Waitlist reactivation, urgency and scarcity messaging, testimonial collection
• Sourcing and applying for speaking, podcast, and conference opportunities
• Identifying centers of influence and conducting outreach on the founder’s behalf
• Submitting and repurposing existing content across owned channels
• Uploading and organizing finished video assets on hosting platforms (no editing required)
• Direct mail prospecting campaigns

Management & Coordination

• Independent contractor coordination and management
• Contract and form management across vendors, contractors, and clients
• Onboarding new vendors, contractors, and clients
• Internal and client project management
• Process systemization and implementation
• Client service and client relationship management
• Acting as a sounding board and thought partner, and spotting opportunities proactively

REQUIREMENTS

• 3+ years' experience in executive assistant or operations support, preferably supporting coaches, consultants, or high-ticket businesses.
• GoHighLevel expert, including deliverability and domain troubleshooting.
• Strong attention to detail with accurate, error-free work.
• Resourceful—leverages existing resources before creating new ones.
• Highly responsive with complete and timely communication.
• Daily reporting of completed tasks, blockers, and next steps.
• Time tracking using Toggl or a similar tool.
• Excellent communication skills in written and spoken English.
• Proficient with Google Workspace, Microsoft Office, Zoom, StreamYard, WordPress, and AI tools (ChatGPT, Claude, Perplexity).
• Professional references from previous clients or employers.

Preferences

• Strong advantages, not disqualifiers.
• Prior experience in women’s leadership, coaching, or high-ticket program businesses
• Familiarity with Vimeo, Vidyard, TextExpander, Fathom, and Grain
• Kolbe or comparable assessment results indicating a strong fit with a fast-moving, initiating principal
• Experience supporting a business through scaling or acquisition preparation
• Capacity and appetite to grow with the business as workload increases toward the exit horizon

Tools

• GoHighLevel (Expert)
• ChatGPT
• Perplexity
• Claude
• Microsoft Office
• Google Drive
• Vidyard
• Vimeo
• ----------
• Deposit Photos
• Canva
• WordPress website
• WeTransfer
• Google/ Gmail
• Streamyard
• Google Forms
• TextExpander

Working Schedule: 10 AM - 6 PM Pacific/Los Angeles time (Monday - Friday)

If you love turning chaos into calm and being genuinely indispensable, we'd love to hear from you.

**Only qualified candidates will be contacted