Executive / Operations Virtual Assistant

Looking for: Executive / Operations Virtual Assistant

Role Overview: 

We are seeking a highly organized, proactive, and AI-savvy Virtual Assistant to support a growing health, fitness, coaching, and media business. This role will work directly with the founder of RMS Movement and support operations across multiple business areas, including podcast management, client communications, CRM administration, social media coordination, scheduling, and executive support.

This is an ideal opportunity for someone who thrives in a fast-paced environment, takes initiative, enjoys solving problems independently, and can confidently manage multiple moving pieces without letting details fall through the cracks.

The successful candidate will become a trusted long-term partner, helping streamline operations while maintaining a high standard of communication and professionalism when interacting with clients, podcast guests, and business contacts.

Scope of Work:

Podcast Operations Support (The One Playground Podcast)

• Project Management
  
• Manage and maintain podcast workflows in Jira
  
• Create, update, assign, and close tasks
  
• Track progress and ensure deadlines are met
  
• Keep podcast production processes moving efficiently through all stages
  
• Guest Coordination
  
• Take ownership of guest management after initial acceptance
  
• Coordinate scheduling and calendar management
  
• Set up Zoom meetings, calendar invitations, and reminders
  
• Manage follow-up communication throughout the guest journey
  
• Conduct preliminary guest research using existing AI-powered processes
  
• Zoom Call Administration & Summaries
  
• Organize and manage podcast-related Zoom meetings
  
• Generate AI-assisted meeting summaries
  
• Extract action items, key insights, and follow-up tasks
  
• Maintain organized records and documentation
  
• Social Media Management (Podcast Account)
  
• Schedule and publish approved content
  
• Maintain content calendars and content libraries
  
• Monitor comments and direct messages requiring basic responses
  
• Track content performance and provide weekly reporting snapshots
  

RMS Movement & Executive Support

• CRM Administration (GoHighLevel)
  
• Maintain and update contact records
  
• Track leads, inquiries, and client activity
  
• Monitor sales and onboarding pipelines
  
• Support future client onboarding workflows
  
• Communications & Inbox Management
  
• Manage multiple email inboxes
  
• Draft and prepare professional email responses
  
• Flag priority items requiring founder review
  
• Follow up on leads, inquiries, and outstanding communications
  
• Calendar & Scheduling Management
  
• Manage calendars across business and personal commitments
  
• Coordinate appointments, meetings, and events
  
• Resolve scheduling conflicts proactively
  
• Send reminders and maintain calendar accuracy
  
• Customer Service Support
  
• Respond to client inquiries
  
• Manage customer communications professionally
  
• Escalate issues when necessary
  
• Social Media Management
  
• Schedule and publish approved content
  
• Organize content assets and posting schedules
  
• Perform light engagement and community management
  
• Prepare weekly performance summaries
  

Personal Assistant Support

Travel booking and itinerary coordination

• Personal appointment scheduling
  
• Online research and administrative errands
  
• Reservations, purchases, and miscellaneous support tasks
  

Near-Future Responsibilities (Coaching Program Launch), as the coaching program launches, responsibilities may expand to include:

• Coaching session scheduling and Zoom setup
  
• Client onboarding and welcome workflows
  
• Managing client communication pipelines
  
• Uploading and organizing coaching session records
  
• AI-assisted meeting summaries and action items
  
• Membership platform and course administration
  
• Ongoing client support and coordination
  

Future Growth Opportunities, Additional responsibilities may include:

• Competitive research on coaching programs and podcasts
  
• Podcast guest sourcing and vetting
  
• Research support for content creation
  
• Content operations coordination
  
• Additional social media and marketing support
  
• Creative support such as carousel creation or basic video editing (if skills are available)
  

Qualifications:

• Non-Negotiable Requirements:
  
• Exceptional written English communication skills
  
• Experience with Jira or similar project management tools
  
• Familiarity with GoHighLevel or demonstrated ability to quickly learn CRM systems
  
• Strong organizational and administrative skills
  
• Highly proactive and detail-oriented
  
• Calendar and scheduling management experience
  
• Comfortable managing Zoom meetings and related workflows
  
• Ability to work independently with minimal supervision
  
• Comfortable receiving instructions via WhatsApp voice notes
  
• Reliable internet connection and professional remote work setup
  
• Highly Preferred:
  
• Basic to intermediate AI proficiency
  
• Experience using tools such as ChatGPT, Claude, or similar AI platforms
  
• Ability to create effective AI prompts and workflows
  
• Social media management experience
  
• Experience with customer communication and client-facing roles
  
• Experience managing multiple priorities and stakeholders
  
• Nice-to-Have Skills:
  
• Podcast production or podcast management experience
  
• Media, content, or digital marketing experience
  
• Familiarity with content production workflows
  
• Basic graphic design skills
  
• Carousel creation experience
  
• Basic video editing skills
  
• Research and market analysis experience
  

Tools & Platforms, The ideal candidate should be comfortable using or learning:

• Jira
  
• GoHighLevel (GHL)
  
• ChatGPT
  
• Claude
  
• Zoom
  
• Google Workspace (Gmail, Calendar, Drive, Docs)
  
• WhatsApp
  
• Dropbox
  
• Social media scheduling platforms
  
• CRM and project management tools
  

Ideal Candidate Profile, the successful candidate will be:

• A self-starter who takes ownership of tasks
  
• Highly organized and process-driven
  
• Resourceful and solutions-oriented
  
• Teachable and open to feedback
  
• Professional yet personable in communication
  
• Comfortable working with high-performing professionals and business leaders
  
• Energetic, positive, and collaborative
  
• Able to represent the founder's communication style with professionalism and care
  
• Interested in building a long-term working relationship
  

Shifts & Hours:

• Part-time: Starting with a minimum of 10 hours per week; flexible shift
  
• Opportunity to increase hours as the business grows
  
• Some overlap with the client's Australian working hours is preferred
  
• Occasional attendance during live Zoom sessions may be required
  

Target Start Date:

• Target start: Late June to Early July 2026
  
• Hiring timeline: Immediate sourcing and candidate shortlisting