ADMINISTRATIVE ASSISTANT (VIRTUAL)

Position Overview
We are looking for a highly organized Executive Administrative Assistant to support operations, scheduling, and workflow tracking for an executive coaching company. This role requires someone detail-oriented, proactive, and experienced in calendar management, CRM accuracy, and digital workspace organization.

Key Responsibilities
Calendar & Scheduling Management
Ensure Zoho Bookings and external calendars are in sync.
Maintain and track key workflows, including the Guest Speaker Calendar and Client Success Video Workflow.
Send meeting reminders and manage time zone coordination.
CRM & Workflow Quality Assurance
Perform regular CRM accuracy checks (no direct CRM management or outreach).
Monitor CRM automations and notify the team if issues arise.
Track follow-up tasks that require manual intervention.
Document & File Organization
Assist in organizing and maintaining operational documents (your documents and key ops materials).
Ensure company files, communications, and shared documents are structured properly.
Project & Task Tracking Support
Monitor Trello and flag overdue or blocked tasks.
Track tasks and deadlines for various operational projects.
Provide status updates without taking ownership of execution.
Circle Platform Setup & Management
Assist in setting up and organizing the Circle platform for coaching programs.
Track client engagement, file uploads, and discussion structure.
Report missing or misaligned content.
Required Skills & Qualifications
2+ years of experience as a VA, Executive Assistant, or Admin Coordinator.
Strong proficiency in Zoho CRM, Trello, Notion, Google Workspace, and Circle.
Excellent attention to detail and ability to follow structured workflows.
Strong written communication skills for organizing company materials.
Proactive problem-solving mindset (identifying issues, not just completing tasks).
Preferred (Bonus) Qualifications
Experience with Zoho CRM automations and QA checks.
Familiarity with setting up and managing Circle as a community platform. (not likely we understand)
Prior work in an operations-heavy environment.

20hrs week initially and then expand to 40 if proficient
$5/hr to start.