Online Business Manager / Retreat Admin Assistant with Design + Systems Skills

Online Business Manager / Administrative Assistant Part-Time | Remote | 10 hours/week to start | 3-Month Trial Contract Company Overview Guided by Anura is a Virginia-based company offering transformative experiences through retreats, trainings, workshops, holistic healing practices, and educational resources. As the company grows, we are expanding several interconnected projects, including Guided by Anura, RiverCity Kambo, Kambo Practitioner Collective, and an upcoming retreat center. We are looking for a highly organized, detail-oriented, proactive Online Business Manager / Administrative Assistant to support day-to-day operations, retreat logistics, communications, systems, and creative projects. This role is ideal for someone who is responsible, responsive, tech-savvy, design-aware, and comfortable working in a dynamic, evolving business. Role Overview We are seeking someone who can help bring more structure, clarity, and follow-through to the business. The right person will be able to manage administrative tasks, support retreat logistics, track payments and expenses, write and send emails, update websites and booking pages, organize systems, assist with simple design projects, and help create streamlined processes. This role requires someone who can take initiative, work independently, communicate clearly, and follow through on details. Key Responsibilities Retreat & Client Communication Manage communication with retreat participants, clients, contractors, retreat managers, and extended team members Respond to emails and WhatsApp messages in a timely, professional, and warm tone Send welcome emails, travel information, payment reminders, and retreat details Follow up on outstanding payments, forms, and client questions Coordinate scheduling and logistics for retreats, small group sessions, and events Support smooth communication before, during, and after retreats Financial & Accounting Support Track payments, deposits, balances, expenses, and retreat-related finances Maintain organized spreadsheets for each retreat or project Support invoicing, receipts, expense tracking, and basic bookkeeping Monitor outstanding balances and follow up as needed Help calculate retreat costs, participant payments, contractor payments, and remaining amounts owed Keep financial information clear, accurate, and easy to access Website, Tech & Funnel Support Update websites and booking pages for retreats, workshops, trainings, and offerings Support payment and checkout systems, including ThriveCart and website-to-email-list flows Help test links, forms, automations, checkout pages, and email sequences Support email list management and basic funnel organization Assist with simple updates across platforms such as Squarespace, Kit, Acuity, Mighty Networks, Substack, and Notion Systems, SOPs & Organization Help organize the backend of the business so information is easy to find and maintain Create and update SOPs for recurring tasks, retreat workflows, email systems, payment tracking, and client communication Maintain organized project boards, task lists, and databases Create clear processes for future team members to follow If you are ever no longer able to continue in the role, support a smooth transition by keeping SOPs and backend systems updated Design & Content Support Create simple, beautiful, on-brand PDFs, workbooks, graphics, and retreat documents Support updates to Canva designs, worksheets, lead magnets, and client-facing materials Format written content into clear, polished, visually appealing documents Bring a good eye for layout, branding, tone, and visual presentation Use AI tools thoughtfully while still applying human design sense and quality control Team Coordination & Follow-Through Help delegate tasks to team members and track completion Support communication with social media, retreat, web, and operations team members Follow up proactively when tasks are incomplete or unclear Keep projects moving without needing constant reminders Help bring coherence to multiple moving pieces across the business Preferred Software & Tools Experience with the following is preferred: Kit / ConvertKit Acuity Squarespace Mighty Networks Google Drive / Google Docs / Google Sheets Zapier Notion Asana Loom ThriveCart Substack Canva ChatGPT, Claude, Perplexity, or other AI tools GoDaddy Basic bookkeeping or spreadsheet systems You do not need to be an expert in every platform, but you should be tech-comfortable, quick to learn, and confident navigating online systems. Ideal Candidate The ideal candidate is: Highly organized and detail-oriented Responsible, reliable, and proactive A clear and thoughtful communicator Warm, professional, and responsive via email and WhatsApp Comfortable with fast turnaround tasks, especially before retreats Strong with spreadsheets, systems, and backend organization Skilled in basic design, formatting, and visual presentation AI-positive and comfortable using AI tools to work more efficiently Able to work independently and think critically Comfortable in a dynamic, growing company with many moving parts Able to create order from complexity Interested in holistic wellness, retreats, healing, or transformational work Applicants located in or near the Virginia / East Coast time zone are preferred, though we are open to the right person in another compatible time zone. Availability This is a part-time remote role, beginning at approximately 10 hours per week, with room to grow as the business expands. Hours are flexible, but the right person must have strong availability and responsiveness during busy periods leading up to retreats, launches, or events. Occasional live co-working sessions may be requested. During retreat crunch times, availability between approximately 7 AM and 10 PM Eastern Time may be needed for time-sensitive communication, though not continuously throughout that window. Trial Period This role will begin with a 3-month trial contract. During the trial period, we will assess fit, communication, quality of work, responsiveness, organization, and ability to support the business effectively. If it is a strong fit, there is potential for ongoing work and increased responsibility as Guided by Anura continues to grow. Compensation & Growth This is a paid part-time position with growth potential. Compensation will depend on experience, skill level, and scope of work. There is room for this role to grow into a larger operations, retreat management, or online business management position over time. To Apply Please submit: Your resume A short cover letter introducing yourself A brief description of your experience with admin support, retreats, online business management, design, systems, or bookkeeping Any relevant examples of design, systems, websites, PDFs, or organizational work you have created We are looking for someone who is excited to contribute to a growing transformational business and help create more clarity, beauty, structure, and ease behind the scenes.