Virtual Operations Manager and Administrative Assistant

Operations Manager / Executive Assistant (Remote | Full-Time | Long-Term) We're looking for a highly organized, proactive Operations Manager / Executive Assistant to become the right hand of our CEO and help run the day-to-day operations of our fast-growing online fitness and nutrition coaching company. We provide high-ticket 1-on-1 fitness, nutrition, and hormone coaching to women. This is a long-term opportunity for someone who loves creating systems, improving processes, solving problems, and keeping a business running efficiently. We're looking for someone who takes ownership, thinks ahead, communicates exceptionally well, and is experienced using ChatGPT and Claude to build better workflows and systems. Schedule - Full-time (40 hours per week) - Long-term position - Must have significant overlap with U.S. business hours Responsibilities - Manage day-to-day business operations - Process client payments and update billing records - Manage payroll and contractor payments - Manage and maintain our GoHighLevel CRM - Support client retention initiatives - Communicate with clients via email, text, and Facebook - Coordinate daily with coaches and sales team - Organize and maintain Google Drive files and documentation - Manage spreadsheets, reports, and business data - Build and improve SOPs and internal systems - Identify bottlenecks and improve workflows - Use ChatGPT and Claude to automate tasks and improve efficiency - Assist the CEO with administrative and operational projects - Keep projects organized and ensure deadlines are met Software We Use - GoHighLevel - Google Drive (Docs, Sheets, Gmail, Calendar) - ChatGPT - Claude - Slack - Zoom Qualifications - 3+ years of Operations Manager, Executive Assistant, Project Manager, or Administrative experience - Excellent written and spoken English - Advanced Google Sheets and Google Workspace skills - Experience using GoHighLevel or another CRM - Experience using ChatGPT and Claude professionally - Able to manage multiple projects with minimal supervision - Strong problem-solving and critical thinking skills - Reliable internet and quiet workspace Bonus Qualifications - Experience working for an online coaching or fitness company - Payroll and payment processing experience - SOP creation and documentation - Workflow automation experience - Project management experience What We're Looking For - Highly organized - Proactive problem solver - Excellent communicator - Systems thinker - Takes ownership - Long-term mindset - Constantly looking for ways to improve the business