Executive Assistant & Client Support Virtual Assistant

Job Description

APPLICATION INSTRUCTIONS: If you’ve already completed the 20four7VA Recruiting Process—including the Final Interview—or have previously been contracted by a 20four7VA Client, please make sure to apply via the 20four7VA Team Portal for faster processing. Use any valid email address to log in.

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Title: Independent Contractor – CPT-11073 Executive Assistant & Client Support Virtual Assistant/Business Support VA/Senior-Advanced Level (Remote).

Overview

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

This coaching and healing company is seeking a Business Support Virtual Assistant to function as a high-level executive assistant and client support coordinator across multiple brands and programs. The role focuses on supporting the founders in daily operations, maintaining organization across systems, and ensuring a seamless client experience throughout all programs. The VA will manage recurring workflows, coordinate client communication, and help keep operations running smoothly.

This position requires someone highly organized, personable, and comfortable working directly with clients in a relationship-driven environment.

A key component of the role is the ability to comfortably navigate multiple systems and tools while supporting day-to-day execution. This includes being fluent enough to move between platforms like GoHighLevel, Google Workspace, Stripe, and Acuity without requiring deep technical expertise.

The VA will work alongside a separate marketing and technical assistant who handles more advanced system builds and technical implementation. This role is supportive and operational, not technical ownership.

AI fluency is required. The VA should be comfortable using tools like ChatGPT / Claude to draft emails, assist with content, and improve workflow efficiency.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Scope of Services

Contractors will be required to provide services that align with the following client tasks:

Executive & Administrative Support

• Manage calendars, scheduling, and recurring operational tasks
• Support organization across multiple brands and programs
• Maintain spreadsheets and tracking systems for groups, programs, and client payments
• Ensure client records and operational details remain accurate and up to date

Client Support & Communication

• Assist clients with scheduling, Zoom access, and general support questions
• Follow up with clients regarding payments, reminders, and onboarding tasks
• Send reminder communications before coaching sessions and group programs
• Provide warm, professional, and responsive client communication
• Step in when clients need a human touch beyond automated systems

Program & Group Coordination

• Track participant sign-ups, payments, and attendance for group programs
• Maintain accurate spreadsheets for coaching groups and events
• Ensure client communication workflows are completed consistently

Systems & Light Technical Support

• Perform low-level system tasks including:
  • Password management
  • Google Drive and file organization
  • Google Workspace support
  • Basic CRM updates in GoHighLevel
  • Coordination across Stripe and Acuity Scheduling
• Help the founder move between systems and complete day-to-day operational actions
• Troubleshoot basic issues and escalate complex technical needs to the marketing/tech assistant

AI Productivity & Workflow Support

• Use AI tools (ChatGPT, Claude, etc.) to:
  • Draft and refine emails and communications
  • Assist with documentation and workflows
  • Improve efficiency of repetitive tasks
• Continuously look for opportunities to streamline workflows using AI

Session & Documentation Support

• Coordinate Zoom sessions and assist with transcription workflows
• Organize and deliver recordings or transcripts to the founders as needed

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

Skills

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

• Experience in executive assistance, business support, or client coordination
• Strong organizational and communication skills
• Demonstrated experience with scheduling, spreadsheets, and email workflows
• Experience working across multiple tools/platforms in a support capacity
• Ability to manage recurring workflows with consistency and accuracy
• Comfortable supporting founders in a fast-paced, relationship-driven environment
• Experience using AI tools for productivity (preferred/expected)

IDEAL CANDIDATE PROFILE

• Highly organized and dependable
• Warm, personable, and client-focused
• Strong communicator (written and verbal)
• Comfortable working in a coaching/healing environment
• Able to manage multiple workflows simultaneously
• Tech-comfortable (not technical expert) — can confidently move across systems
• Comfortable using AI tools in everyday work
• Proactive, responsive, and detail-oriented
• Strong follow-through and accountability
• Adaptable and able to learn new tools quickly

APPLICATION SOFTWARE

Fluency is not required across all platforms, but comfort navigating systems and the ability to learn quickly are essential.

Primary Platforms (should be comfortable working within):

• GoHighLevel
• Acuity Scheduling
• Stripe

Secondary platforms (ready to ramp up on):

• Google Workspace
• Zoom
• Spreadsheet tracking tools

Work Schedule

• Contracted Hours per Week: 40 Hours
• Scheduled Working Days: Monday through Friday
• Daily Working Time: 8AM MST – 5PM MST

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

Terms of Engagement

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement

Role Summary & Requirements

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Junior-Advanced Level (leaning Senior/Advanced for best fit)
• Contracted Hours per Week: 40 hours/week
• Daily Working Time: 8 AM MST – 5 PM MST
• Scheduled Working Days: Monday-Friday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English
• ACCENT PREFERENCE: Level A–B (native or near native English accent required)
• REGION PREFERENCES: Any

What we offer

• Competitive rates
• Weekly payments
• Various open roles are available
• Free training and upskilling
• Constant support and guidance
• A vibrant community always ready to support you
• And more!