Virtual Assistant (GoHighLevel) 16820

About the role

We are looking for an experienced, proactive, and problem-solving Operations Virtual Assistant to manage the operational back-end for our growing business coaching firm. In this role, you will work directly with leadership to take end-to-end ownership of client communication channels, tech operations, administrative finances, and content distribution workflows. You will run the day-to-day operations of the company and own the inbox, WhatsApp, CRM, payments and client coordination, so our Principal Strategist can focus on product, automation and expansion. This is not a copy-paste role. Claude (AI) does much of the drafting. Your job is to direct it well, check its work, and know when a human needs to step in.

Key responsibilities

• Monitor and reply to WhatsApp chats from dentists, members and leads within 4 business hours
• Triage the admin inbox: reply, action, forward or flag to Manu or Dr K
• Draft replies using Claude, then review before sending
• Send approved WhatsApp templates (event invites, reminders) and track replies
• Add, update, tag and segment contacts in Tekmatix CRM, and keep pipelines current
• Log call and session notes after every client touchpoint
• Build and schedule email and WhatsApp campaigns from approved copy
• Generate payment links and invoices, and issue tax receipts
• Send payment reminders and overdue follow-ups, and reconcile payments weekly against the CRM
• Onboard new coaching members: welcome email, contract follow-up, questionnaire, portal login

About you

• Excellent written and spoken English, able to write clear, warm, professional emails without help
• 2+ years as a VA, admin or client coordinator, ideally for a coach, clinic or small business
• Hands-on CRM experience (GoHighLevel preferred, HubSpot or similar is fine)
• Comfortable with Google Workspace: Gmail, Drive, Sheets, Forms
• Uses ChatGPT or Claude regularly for work
• Organised and reliable with deadlines, money and confidential client data
• Curious and self-directed: asks why, finds a better way, teaches themselves new tools
• AI-literate, not AI-dependent: checks every draft for wrong names, prices, links and tone