Administrative assistant

Administrative Assistant / Executive Support Assistant Life Coaching, Speaking & Personal Development Brand Position Type Part-Time (Potential to Become Full-Time) be available during American Central Time Zone business hours (Monday–Friday). USA ⸻ Company Overview Crystal Bean Enterprises is a transformational coaching, speaking, and personal development company focused on helping individuals unlock confidence, purpose, leadership, healing, and personal growth through coaching programs, speaking engagements, workshops, books, digital products, and community experiences. We are seeking a highly organized, proactive, detail-oriented Administrative Assistant who can help support the day-to-day operations of a fast-growing coaching and speaking business. This role is ideal for someone who thrives in organization, communication, multitasking, follow-up, and keeping projects moving forward. This is more than a basic admin role — we are looking for someone who can help manage moving parts, coordinate opportunities, track important business activities, and serve as reliable operational support behind the scenes. ⸻ Position Summary The Administrative Assistant will support the Founder & CEO with administrative operations, speaking opportunity outreach, nonprofit outreach, PR/media outreach, project management, scheduling, meeting coordination, follow-ups, organization, communication, and accountability tracking. The ideal candidate is organized, dependable, proactive, tech-savvy, professional, communicative, and able to manage multiple priorities while helping ensure the business stays structured, efficient, and on track. ⸻ Key Responsibilities Administrative Support * Manage daily administrative tasks and business operations * Organize documents, folders, spreadsheets, and internal systems * Assist with scheduling appointments, meetings, and calls * Manage calendars and reminders * Assist with email organization and follow-ups * Track tasks, deadlines, priorities, and ongoing projects * Help ensure projects are progressing on schedule * Create and maintain organized workflows and checklists * Assist with preparing documents, presentations, and materials * Coordinate logistics for coaching sessions, workshops, and speaking events * Assist with contracts, invoices, and administrative paperwork * Maintain organized client and vendor information ⸻ Speaking Opportunity Outreach * Research and identify speaking opportunities * Reach out to organizations, conferences, nonprofits, schools, podcasts, churches, corporations, women’s organizations, and community groups * Assist with outreach emails and follow-up communication * Track outreach efforts in spreadsheets or CRM systems * Help coordinate speaking submissions and applications * Assist with media inquiries and partnership opportunities * Maintain databases of organizations and contacts * Help identify local and national opportunities aligned with the brand ⸻ Public Relations & Media Outreach * Research and identify PR opportunities, media outlets, podcasts, magazines, blogs, TV stations, radio stations, and online publications * Reach out to media contacts for interviews, features, guest appearances, collaborations, and speaking opportunities * Assist with submitting podcast guest applications and media inquiries * Help coordinate press opportunities and promotional campaigns * Track PR outreach efforts, responses, and follow-ups in organized spreadsheets or CRM systems * Research journalists, producers, editors, influencers, and event organizers aligned with the brand * Help maintain and update media contact lists * Assist with organizing media kits, speaker kits, bios, and promotional materials * Follow up with organizations and media contacts regarding pending opportunities * Help identify opportunities for brand awareness and authority positioning * Coordinate communication for collaborations, partnerships, interviews, and public appearances * Assist with tracking interviews, speaking engagements, podcast appearances, and media placements * Help ensure the company maintains consistent professional communication with external organizations and media contacts ⸻ Nonprofit & Community Outreach * Research nonprofit organizations and community partnerships * Assist with identifying volunteer and collaboration opportunities * Reach out to nonprofits regarding speaking engagements and partnerships * Help track grant opportunities, community events, and outreach initiatives * Coordinate communication with community organizations ⸻ Zoom & Meeting Coordination * Be available to support scheduled Zoom meetings when needed * Set up Zoom meetings and send meeting links * Ensure meetings are properly scheduled and organized * Help troubleshoot basic Zoom or meeting issues * Assist with recording meetings and organizing recordings * Take meeting notes when requested * Follow up on action items after meetings ⸻ Project Management & Accountability Support * Help manage ongoing business projects and initiatives * Ensure tasks are completed on time * Follow up with team members and contractors regarding deadlines * Help organize project timelines and deliverables * Maintain accountability systems and project trackers * Monitor outstanding tasks and pending approvals * Keep leadership informed of progress and missing items ⸻ Data Tracking & Reporting * Maintain spreadsheets and tracking systems for: * Speaking outreach * Leads and contacts * Partnerships * PR outreach * Media opportunities * Tasks and deadlines * Business metrics * Project status updates * Client inquiries * Follow-ups * Event tracking * Social media coordination requests * Provide organized reports and updates when requested * Help monitor business operations to ensure efficiency ⸻ General Business Support * Assist with organizing business systems and operations * Help with customer service communication when needed * Coordinate with contractors and team members * Assist with basic research projects * Help maintain professionalism and organization across the business * Handle confidential information professionally * Perform additional administrative tasks as assigned ⸻ Desired Qualifications * Previous experience as an Administrative Assistant, Executive Assistant, Virtual Assistant, Project Coordinator, or Operations Assistant preferred * Strong organizational and multitasking skills * Excellent written and verbal communication skills * Professional and dependable * Strong attention to detail * Ability to prioritize tasks and manage deadlines * Comfortable working independently * Tech-savvy and quick learner * Strong follow-up and accountability skills * Ability to maintain confidentiality * Positive attitude and solution-oriented mindset ⸻ Preferred Skills & Tools Experience with any of the following is a plus: * Google Workspace (Docs, Sheets, Calendar, Drive) * Microsoft Office * Zoom * Canva * CRM systems * GoHighLevel * Social media coordination * Email management tools * Project management tools (Trello, Asana, ClickUp, Monday.com, etc.) * Spreadsheet tracking and reporting ⸻ Ideal Candidate Traits We are looking for someone who is: * Organized * Reliable * Proactive * Resourceful * Communicative * Detail-oriented * Professional * Adaptable * Positive * Self-motivated * Able to anticipate needs before being asked ⸻ Work Environment * Remote position * Must be available during Central Time Zone business hours (Monday–Friday) * Part-time opportunity with potential to become full-time * Opportunity to work closely with a growing personal development and speaking brand * Fast-paced, growth-oriented environment with room for advancement ⸻ Example Tasks This Role May Handle * Reaching out to podcasts for guest speaking opportunities * Contacting nonprofits and organizations for workshops and speaking engagements * Following up with media outlets regarding interviews or features * Organizing PR contacts and partnership opportunities * Coordinating Zoom meetings and calendar invites * Managing spreadsheets and business tracking systems * Helping ensure projects, launches, and tasks stay organized and on schedule * Assisting with operational and administrative business support * Tracking speaking opportunities, submissions, and responses * Managing follow-ups and accountability across projects and initiatives ⸻ Compensation Compensation will be discussed based on experience, availability, and skill level. ⸻ To Apply Please submit: * Resume * Brief introduction about yourself * Administrative experience * Tools/platforms you’re familiar with * Availability and time zone * Examples of organization or project management work (if available) * Why you’d be a great fit for a life coaching and speaking business ⸻ About the Brand Crystal Bean Enterprises focuses on transformation, leadership, confidence, healing, personal growth, and purpose-driven impact through coaching, speaking, courses, books, workshops, and community development. The ideal assistant genuinely enjoys helping others, staying organized, and supporting meaningful work that positively impacts people’s lives.