Role Description We are seeking a highly proactive, detail-obsessed Executive Assistant & Operations Coordinator to support a fast-growing personal brand in the coaching/content space. This is not a traditional VA role. You will act as the operational backbone of the business — managing communications, executing marketing workflows, coordinating podcast growth, and keeping the entire backend running smoothly so Julie can focus on content, clients, and revenue-driving activities. The ideal candidate is organized, tech-savvy, and anticipatory — someone who doesn’t wait for instructions, but instead sees what needs to be done and executes. Key Responsibilities - Executive Support & Daily Communications - Monitor and respond to emails (support inbox AM/PM) - Facebook Messenger - Client communications forwarded by Julie - Review and organize texts, voice memos, Looms from Julie - Provide daily calendar oversight and reminders - Flag urgent items and summarize key priorities - Proactively follow up on outstanding requests - Podcast Outreach, Booking & Management - Pitch Julie for podcast appearances via direct outreach (email + social), Facebook groups, and podcast platforms (e.g. Podmatch) - Manage full podcast pipeline: Build and maintain Podcast Tracker - Track pitches, bookings, and completed episodes - Coordinate logistics: Schedule interviews and pre-calls - Send confirmations to hosts (prevent no-shows) - Send reminders to Julie prior to recordings - Customize and update podcast pitch materials - Social Media & Content Support (TikTok / Instagram) - Conduct Instagram outreach to target audiences - Engage with audience (before and after posting) - Create and post 2 TikToks daily from podcast/content clips - Manage TikTok keyword tracking document - Manage TikTok analytics tracking - Assist with content distribution and optimization - Canva & Creative Support - Create and edit Canva assets: Instagram posts (sales, promos, announcements) - Presentation slides (e.g. workshops, programs) - Podcast covers and visual assets - Maintain brand consistency across all visuals - Kajabi (Core Platform Management) - Build and manage landing pages, opt-in pages, checkout pages, and thank-you pages - Set up and manage email sequences, tags and segmentation, coupons, and bump offers - Import and organize leads - Draft marketing emails and schedule approved campaigns - Systems, Organization & Backend Operations - Build and maintain Google Drive organization systems - Manage calendars, Zoom links, and scheduling workflows - Create and manage Google Forms - Track and alert on new submissions and leads - Maintain clean and organized operational systems - Lead Management & Outreach - Follow up with leads via DMs and messaging platforms - Organize and maintain lead lists in Asana - Execute outbound check-ins and engagement messaging - Track conversations and next steps - Retreats & Special Projects - Research and coordinate retreat locations (Airbnbs, venues) - Sponsorship opportunities - Speaking engagements - Assist with logistics and coordination for events - Support on-site or virtually during retreats (as needed) - Personal & Administrative Support - Handle personal errands such as ordering supplies (e.g. vitamins, gifts) - Managing scheduling conflicts - Act as a general problem solver across both business and personal needs - Reporting & Continuous Improvement - Send weekly report including completed tasks, work in progress, and items needing approval - Provide weekly insights or suggestions for improvement - Take notes from trainings and translate into actionable ideas - Maintain and prompt review of a “Suggestions List” Qualifications - Extremely organized and systems-oriented - Proactive and self-directed (you don’t wait for instructions) - Detail-obsessed with strong follow-through - Comfortable managing multiple workstreams simultaneously - Tech-savvy and quick to learn new tools - A strong written communicator with excellent English Required Skills & Tools - Canva (strong proficiency required) - Kajabi (or similar platforms like ClickFunnels, Kartra, etc.) - Google Workspace (Docs, Sheets, Drive) - Asana or similar project management tools - Social media platforms (Instagram, TikTok) - Basic marketing and content understanding Nice-to-Have - Experience supporting a creator, coach, or personal brand - Podcast outreach or booking experience - Light copywriting experience - Experience with short-form video content workflows Success in This Role Looks Like - Julie’s calendar, inbox, and backend are fully organized and managed - Podcast pipeline is consistently filled with high-quality bookings - Social content is posted daily and driving engagement - Systems run smoothly without constant oversight - Julie is freed up to focus on growth, content, and clients