EXECUTIVE VIRTUAL ASSISTANT FOR A GROWING FITNESS COACHING BUSINESS

ABOUT NEXUS VA SOLUTIONS

At Nexus VA Solutions, our motto says it all — Where Efficiency Meets Excellence. We connect skilled, Philippines-based virtual assistants with growing businesses that need reliable, structured support to run smoothly. Instead of leaving business owners to juggle hiring, training, and managing staff on their own, we place dedicated VAs who integrate seamlessly into their clients’ teams and take real ownership of day-to-day operations. We’re built on three pillars — Dedicated Support, Structured & Systemized, and Built for Growth — and we invest in your training and development so you can do your best work and grow with us for the long haul.

ABOUT THE ROLE

We’re looking for an organized, tech-confident VA to become the right-hand partner for client, an experienced health and fitness coach in Portland, Oregon who is launching her own independent coaching business. She’s spent eight years coaching and knows her clients inside and out — but she’s the first to say she isn’t tech-savvy. That’s where you come in.

Client carries a busy book of 50–70 active clients across the US and overseas, and she needs someone to build and run the systems behind her business so she can stay focused on coaching. This is more than a task-doer role. client wants a true thinking partner — someone who brings ideas, anticipates problems, and helps her business run like a well-oiled machine. If you love bringing order to the chaos and building things that actually work, you’ll thrive here.

WHAT YOU’LL DO

• Build and maintain a client tracking system in Google Sheets (Excel is fine if functionality matches) — a main page listing all clients by time zone, with daily weight input and automatic day-to-day change calculations
• Create individual client pages showing start date, renewal date, program type, and notes
• Set up Google Forms so new client details flow automatically into the tracking sheet when they sign up
• Keep the client book accurate, up to date, and easy for client to read at a glance
• Help migrate strength clients into EverFit so they’re properly registered under client as their coach
• Support the tech and operations behind her daily client communication (text, Instagram, and one-on-one social media messaging)
• Track renewals, program types (full-accountability, cardio-only, strength), and key client milestones so nothing slips through the cracks
• Be reachable when something urgent comes up, and respond promptly by text first, email second
• Bring fresh ideas and brainstorm with client on smarter, more efficient ways to run the business
• Help get everything set up and running smoothly ahead of the mid-November 2026 target

WHAT WE’RE LOOKING FOR

• Strong hands-on skills in Google Sheets — formulas, linked tabs, and clean, functional layouts
• Confidence building and managing Google Forms that feed into spreadsheets
• A proactive, think-ahead mindset — you spot what’s needed before you’re asked
• Excellent organization and attention to detail (dates, numbers, and notes matter here)
• Clear, friendly communicator who’s comfortable working primarily over text and email
• Reliable and responsive, especially when something urgent lands
• A genuine problem-solver who enjoys building systems and simplifying the complicated
• Someone who can be a real right-hand partner, not just follow instructions — client values new ideas and collaboration

NICE TO HAVE

• Experience with EverFit or other fitness/coaching software
• Background supporting coaches, consultants, or solo business owners
• Familiarity with managing client books, renewals, or CRM-style tracking
• Comfort working across multiple time zones (US, Europe, and beyond)

WHAT YOU’LL GET

• Permanent work-from-home — this role is 100% remote
• Reliable, regular pay you can count on
• Performance-based bonuses for strong performers
• A supportive, structured team that has your back
• Ongoing training and development to sharpen your skills
• Real, long-term opportunities to grow with Nexus

SCHEDULE & SETUP

• 20 hours per week (about 80 hours per month) for the first 3 months, then reviewed
• Flexible, as-needed hours with no fixed daily schedule — but you must be reachable when something urgent comes up
• Client is based in Portland, Oregon (Pacific Time), working roughly 5:00 AM–7:30 PM PT, Monday to Saturday; flexibility to align with her hours when needed is important
• Communication is text message first, email se…