Virtual Assistant & Operations Coordinator

Bonfire Coaching is seeking an exceptional Virtual Assistant & Operations Coordinator to become an integral part of our growing coaching, consulting, leadership development, and training organization. This is not a traditional administrative position. We are looking for a proactive, highly organized professional who thrives in a fast-paced environment, loves helping people, communicates with excellence, and enjoys creating order, efficiency, and exceptional client experiences. The ideal candidate is resourceful, detail-oriented, technologically savvy, and able to balance multiple priorities while maintaining a positive and professional attitude. You will serve as a key support partner to leadership, clients, coaches, prospects, and vendors while helping ensure the smooth day-to-day operation of Bonfire Coaching. Key Responsibilities Client & Calendar Coordination Schedule coaching sessions, consultations, workshops, and meetings. Coordinate multiple coach calendars and manage scheduling logistics. Send confirmations, reminders, and follow-up communications. Support client onboarding and ensure a seamless client experience. Process payments and maintain accurate client records. Coordinate client appreciation gifts and recognition initiatives. Prospect & Sales Support Professionally answer incoming phone calls. Conduct initial discovery calls with prospective clients using established scripts. Qualify leads and schedule consultations. Follow up with prospects regarding consultations, proposals, and program enrollment. Maintain accurate prospect information and activity within our CRM. Assist with pipeline management and lead tracking. Email & Communication Management Monitor company email inboxes. Draft, edit, and send professional business communications. Respond to routine inquiries and ensure timely follow-up. Maintain a high standard of written and verbal communication. Escalate priority matters appropriately. CRM, Reporting & Administrative Operations Maintain and update records within Go High Level (GHL) CRM. Perform data entry and database management. Generate and maintain monthly business reports and operational statistics. Track client, prospect, enrollment, and revenue data. Assist with invoice review, bill management, and vendor coordination. Support office purchasing, ordering, and administrative processes. Marketing & Social Media Support Create social media content from ideas, recordings, notes, and direction provided by leadership. Schedule and publish content across LinkedIn, Facebook, Instagram, TikTok, and YouTube. Assist with content organization and campaign execution. Support lead generation initiatives and marketing campaigns. Coordinate the launch of lead magnets and promotional programs. Newsletter & Content Management Edit, format, and publish monthly newsletters. Coordinate content collection and communication schedules. Assist with email marketing campaigns and distribution. Ensure quality, accuracy, and consistency across all communications. Event Coordination Support planning and execution of live and virtual events. Coordinate registrations, attendee communications, materials, and logistics. Arrange printing of proposals, training materials, and event resources. Assist leadership in creating exceptional participant experiences. Website & Vendor Coordination Coordinate website updates with our web designer and other vendors. Track requested changes and ensure timely completion. Maintain website accuracy and current content. Required Qualifications Fluent in English with excellent speaking, reading, and writing skills. Exceptional organizational and time-management abilities. Strong customer service and communication skills. High attention to detail and accuracy. Ability to manage multiple priorities and deadlines. Self-directed, dependable, and proactive. Comfortable interacting with executives, business owners, and professional clients. High level of discretion and confidentiality. Preferred Experience Executive Assistant, Virtual Assistant, Operations Coordinator, Client Success, or Administrative Support experience. Experience working with coaches, consultants, trainers, entrepreneurs, or professional service firms. Familiarity with Go High Level (GHL), CRM systems, Microsoft Office, Excel, Google Workspace, Zoom, Canva, and social media platforms. Position Details Remote / Virtual Position Part-Time or Full-Time Consideration Flexible Schedule with Availability During Standard Business Hours Opportunity for Growth and Increased Responsibility If you are highly organized, love helping people, communicate with professionalism, and enjoy supporting meaningful work that transforms lives, careers, and businesses, we would love to hear from you.