Executive VA: Business Operation Assistant

Full-Time Executive VA: Business Operations Support

Client Industry: Professional Speaking, Executive Coaching & Professional Development

Employment Type: Full-Time (40 hours/week)

Work Setup: Remote

Client Location: Canada

Salary: 50KPHP/Monthly

Role Summary

We are looking for a highly organized, technically confident, and proactive Executive & Business Operations Virtual Assistant to become a long-term partner within a growing speaking and coaching business.

This is not a traditional administrative role. While executive support is part of the position, the primary focus is helping manage the technology, systems, and operational processes that keep the business running efficiently. You'll work across multiple platforms, improve workflows, support client experiences, and help create the structure needed to support future growth.

The ideal candidate enjoys solving problems, learning new software, improving processes, and taking ownership of projects. As the business grows, so will the scope, autonomy, and impact of this role.

Project summary

We will recruit and place a full-time Executive Assistant to support the day-to-day operations of a growing speaking and coaching business. The primary objective is to improve business systems, streamline operations, enhance the client experience, and free the business owner to focus on coaching, speaking engagements, and business growth.

Strategic Objective

This role goes beyond traditional administrative support by serving as a technology and operations partner. The Virtual Assistant will optimize business systems, implement processes, improve operational efficiency, and provide proactive support across multiple areas of the business.

Technology & Systems Support

• Manage and improve business systems and technology platforms
• Build and maintain landing pages, workflows, and automations
• Troubleshoot technical issues and optimize business processes
• Create and document Standard Operating Procedures (SOPs)
• Learn and manage platforms such as GoHighLevel, Squarespace, Mailchimp, CoachAccountable, and other business tools

Speaking Business Support

• Research speaking opportunities
• Maintain the speaking CRM and opportunity pipeline
• Conduct approved outreach using established templates
• Track speaking engagements, follow-ups, and communications

Coaching Operations & Client Experience

• Onboard new coaching clients
• Manage scheduling and client communications
• Support coaching program administration
• Coordinate client renewals and ongoing engagement
• Assist with coaching systems and weekly program support

Marketing & Content Support

• Format and schedule email marketing campaigns
• Upload and schedule social media content
• Create simple short-form video clips from existing content
• Organize presentations and marketing assets
• Support content distribution without creating marketing strategy

Executive & Administrative Support

• Manage calendar and scheduling
• Track priorities, deadlines, and follow-up activities
• Send invoices and support basic business operations
• Coordinate travel research and bookings
• Provide ongoing administrative and ad hoc executive support

Technology & Systems Support

• Manage and improve the business's technology stack and operational systems.
• Build and maintain landing pages, sales pages, workflows, and automations.
• Connect and manage integrations between business platforms.
• Troubleshoot technical issues and identify system improvements.
• Create and maintain Standard Operating Procedures (SOPs).
• Document operational workflows to improve scalability and consistency.
• Research and recommend tools that improve productivity and efficiency.

Speaking Business Support

• Research speaking engagements and partnership opportunities.
• Build and maintain a speaking CRM and opportunity pipeline.
• Conduct approved outreach using established templates.
• Track speaking inquiries, follow-ups, and communications.
• Assist in preparing materials related to speaking engagements.

Coaching Operations & Client Experience

• Coordinate onboarding for coaching clients.
• Manage scheduling and client communications.
• Support coaching program administration.
• Monitor client renewals and ongoing engagement.
• Maintain accurate client records within coaching platforms.
• Attend coaching sessions when operational support is required.

Content & Marketing Support

• Format and schedule approved email marketing campaigns.
• Upload and schedule approved social media content.
• Organize presentations, media files, and marketing assets.
• Create simple short-form video clips from existing content.
• Help maintain an organized digital content library.

Executive & Administrative Support

• Manage calendars, appointments, and scheduling.
• Track priorities, deadlines, and action items.
• Prepare invoices and assist with basic business administration.
• Conduct travel research and booking arrangements.
• Organize files, documents, and digital resources.
• Provide general executive support to keep daily operations running smoothly.

• Key Responsibilities

Core Requirements

• Previous experience as an Executive Assistant, Operations Assistant, Business Support Virtual Assistant, or similar role.
• Exceptional written and spoken English communication skills.
• Strong organizational and time management abilities.
• Excellent problem-solving and critical thinking skills.
• High level of initiative and ability to work independently.
• Comfortable learning and navigating new software platforms.
• Ability to manage multiple projects and priorities simultaneously.
• Strong attention to detail and commitment to accuracy.
• Professional, reliable, and proactive approach to work.

Technical Skills (Required or Strong Advantage)

• Google Workspace
• Microsoft PowerPoint
• Canva
• Calendly
• Zoom
• GoHighLevel
• Squarespace
• Mailchimp
• Stripe
• CoachAccountable
• CRM systems
• Workflow automation platforms
• Basic video editing (CapCut or similar)
• LinkedIn, Facebook, Instagram, and YouTube management

Nice-to-Have

• Experience supporting a coach, consultant, speaker, or entrepreneur.
• Experience building automations and operational workflows.
• Familiarity with sales pipelines and CRM management.
• Landing page or website editing experience.
• Process documentation and SOP creation.
• Basic graphic design or presentation formatting.
• Project coordination experience.
• Interest in business operations, productivity, or personal development.

Work Ethic & Behavioral Expectations

• Highly organized and dependable.
• Technically curious and quick to learn new software.
• Proactive and comfortable taking initiative.
• Resourceful when solving operational challenges.
• Professional, warm, and an excellent communicator.
• Confident making recommendations and improving existing processes.
• Adaptable to changing priorities in a growing business.
• Comfortable working independently while collaborating closely with leadership.
• Committed to continuous learning and long-term professional growth.
• Takes ownership of responsibilities and follows through to completion.

• Standards

Success Metrics

First 30 Days

• Become familiar with the business, technology stack, and operational workflows.
• Successfully support day-to-day executive and administrative responsibilities.
• Learn key business platforms and begin managing routine operational tasks.
• Demonstrate reliability, strong communication, and proactive problem-solving.

Within 90 Days

• Independently manage core technology and operational responsibilities.
• Maintain organized systems for speaking opportunities and coaching operations.
• Improve workflow efficiency through documented processes and automation.
• Successfully support client onboarding, scheduling, and communications.
• Become a trusted operational partner capable of anticipating business needs.

Ongoing Success

• Continuously improve business systems and operational efficiency.
• Maintain a seamless client experience across speaking and coaching programs.
• Keep technology platforms organized, connected, and functioning effectively.
• Support business growth through proactive process improvement and strong operational execution.
• Reduce administrative burden for the business owner, allowing greater focus on leadership, client delivery, and strategic growth.
• Evolve into a key operational partner whose responsibilities grow alongside the business.