Virtual Assistant — Business Operations & Client Coordination

Lead Like a Champion® | Remote | Part-time
Hours: Up to 20 hours per week
Compensation: $7-$10 per hour
Reports to: Dr. Sarah Lepe, Founder & CEO

About Lead Like a Champion®
Lead Like a Champion® helps schools, expanded learning organizations, and collegiate and professional sports teams develop confident leaders and championship cultures.

Founded by Dr. Sarah Lepe, a former school and district leader, Division I athlete, and executive coach, LLAC® provides leadership development, coaching, and interactive team experiences that help people communicate, take ownership, and lead with purpose.

We’re growing, and we’re looking for a dependable, proactive virtual assistant to help build the systems and coordination that support our next chapter.

About the role
You’ll work directly with Sarah to keep relationships, opportunities, schedules, and client details organized and moving forward.

This role is ideal for someone who enjoys bringing structure to a growing business. You notice missing details, follow through on commitments, and look ahead to what needs attention. You’re comfortable following established processes and helping document better ones as we grow.

Your work will give Sarah more time to develop partnerships, coach leaders, and deliver meaningful experiences for clients.
What you’ll support

CRM and relationship management
-Help organize and maintain EdSpeq, our GoHighLevel-based CRM.
-Keep contact details, relationship notes, lead sources, opportunity stages, and follow-up dates accurate.
-Track prospects, active clients, past clients, and renewal opportunities across education and sports.
-Prepare a weekly pipeline summary showing upcoming follow-ups, outstanding items, and decisions needed from Sarah.

Prospect research and follow-up coordination
-Research school districts, expanded learning organizations, collegiate athletic programs, and professional sports organizations that align with LLAC®.
-Identify relevant decision-makers, verify contact information, and document why an organization may be a good fit.
-Organize connections from conferences, referrals, speaking engagements, and networking.
-Draft personalized outreach and follow-up messages for Sarah’s review.
-Coordinate proposal materials and track next steps so opportunities receive timely attention.

Scheduling and client communications
-Coordinate discovery calls, coaching sessions, workshops, and planning meetings.
-Manage calendar invitations, meeting links, reminders, and scheduling changes.
-Draft and send routine client communications using approved guidelines.
-Track requested information and outstanding responses.
-Flag sensitive questions or decisions that need Sarah’s involvement.

Client and program coordination
-Support client onboarding with welcome messages, forms, scheduling, and organized shared folders.
-Maintain engagement checklists, delivery dates, and preparation deadlines.
-Coordinate materials, participant information, feedback surveys, and post-session follow-up.
-As our facilitator network grows, help coordinate availability, session logistics, and access to approved materials.

Administrative systems
-Keep digital files, templates, and client records organized and easy to find.
-Document recurring tasks through simple checklists and standard operating procedures.
-Maintain a clear task tracker with deadlines and priorities.
-Suggest practical improvements that reduce repeated work and make the client experience smoother.

What we’re looking for
-Experience supporting a founder, consultant, coach, or service-based business.
-Strong organization, attention to detail, and consistent follow-through.
-Clear, warm, professional written communication.
-Confidence using Google Workspace, shared calendars, spreadsheets, and task-management tools.
-Experience maintaining a CRM; GoHighLevel experience is a plus.
-Ability to research thoughtfully and summarize useful information.
-Good judgment about what you can move forward independently and when to ask for direction.
-Discretion with client information and confidential business materials.
-Reliable internet and availability for agreed-upon overlap with Pacific Time business hours.
-Experience in education, expanded learning, sports, coaching, or professional development is welcome.

What success looks like
-During your first 90 days, you’ll help establish:
-An organized CRM with a clear next action and follow-up date for every active opportunity.
-A dependable weekly rhythm for reviewing the pipeline and upcoming priorities.
-Consistent scheduling, reminders, and routine client communications.
-Simple onboarding and delivery checklists that make engagements easier to coordinate.
-Less administrative follow-up on Sarah’s plate and greater visibility into what needs attention.

Sarah will lead sales strategy, pricing, negotiations, coaching, and key partnership decisions. You’ll provide the organization and coordination that help those efforts move forward.

Opportunity to grow
As LLAC® expands its education and sports partnerships, this role may grow in hours and responsibility based on business needs, performance, and mutual fit.

How to Apply
-Please reply to this post through OnlineJobs.ph with the subject line “LLAC Virtual Assistant — [Your Name]” and include:
-Your résumé or a link to your OnlineJobs.ph profile.
-Your availability, time zone, and desired hourly rate.
-Your experience with CRM systems, especially GoHighLevel.
-A brief example of how you’ve helped a business stay organized or improve its follow-up process.
-Why you’re interested in supporting Lead Like a Champion®.

We look forward to learning more about you!