Executive Personal Assistant & Business Operations Coordinator

Employment Type: Full-time, Independent Contractor

Work Model: Remote 

Work Hours: US Business Hours alignment

Role Overview

We are seeking a proactive, high-agency Executive Personal Assistant & Business Operations Coordinator to take ownership of administrative operations, backend systems, and client touchpoints across a high-growth 1-on-1 coaching platform and direct-to-consumer peptide brand.

In this seat, you will act as a true operational thought partner—moving beyond simple task execution to identify bottlenecks, implement scalable solutions, and keep backend systems running smoothly. Managing day-to-day operations across GoHighLevel (GHL), Blotato, EverFit, and Skool, you will oversee social media scheduling, inventory tracking, CRM funnel management, client communications, and online community moderation—enabling executive leadership to focus on brand scaling, product strategy, and content creation.

Key Responsibilities

1. Content Distribution & Social Media Operations

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  Automated Scheduling: Format, schedule, and publish video and visual content across digital channels using Blotato and native social platforms.

  
  


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  Website & SEO Optimization: Perform basic website edits, landing page updates, and search engine optimization (SEO) enhancements to maximize lead conversion and search visibility.

  
  

2. Backend Admin, CRM & Inventory Management

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  GoHighLevel (GHL) CRM Administration: Maintain client funnels, automated email/SMS workflows, pipeline stages, and contact segmentation inside GoHighLevel.

  
  


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  Inventory & Supply Chain Tracking: Monitor peptide inventory levels, track order fulfillment pipelines, and coordinate reorders with suppliers to ensure zero stockouts.

  
  


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  Platform Operations: Oversee backend client management across health and coaching software (EverFit) and digital course/community hubs.

  
  

3. Client Communication & Community Management

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  Template & Chatbot Management: Handle incoming client messages, email inquiries, and onboarding communications using established response templates and AI-trained chatbot interfaces.

  
  


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  Community Moderation (Skool / WhatsApp): Manage and moderate online client communities (Skool, WhatsApp groups)—fostering engagement, answering member questions, and posting weekly updates.

  
  

4. Executive Support & Process Optimization

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  Inbox & Calendar Coordination: Support executive schedule management, meeting setups, and inbox prioritization.

  
  


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  System Improvements: Proactively identify operational friction points, suggesting automated workflows and SOP updates to improve client retention and backend speed.

  
  

Required Skills & Qualifications

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  Professional Experience: 2–5 years of experience as a Personal Assistant, Executive Assistant, Operations Coordinator, or Digital Business Manager within an online coaching, e-commerce, or wellness brand.

  
  


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  High Agency & Problem Solving: Proven track record as a proactive partner who brings solutions to leadership rather than waiting for step-by-step instructions.

  
  


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  Software Tech Stack Mastery: Hands-on experience navigating GoHighLevel (GHL), content scheduling tools (Blotato or similar platforms like Repurpose.io/Metricool), health coaching tools (EverFit), and community platforms (Skool, WhatsApp).

  
  


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  Technical Skills: Foundational SEO knowledge, basic website editing capabilities (WordPress, Webflow, or GHL page builders), and comfort leveraging AI tools to streamline communications.

  
  


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  Communication & Detail: Exceptional written and spoken English skills with a warm, professional, and clear tone across client correspondence.

  
  

Preferred Qualifications

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  Prior experience supporting direct-to-consumer (DTC) wellness, peptide, biohacking, or high-ticket fitness/health coaching businesses.

  
  


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  Familiarity with setup and maintenance of AI customer support chatbots and automated lead generation funnels.