• Support the Founder of a growing coaching business • Replace the current Executive Assistant and step into a strategic role • Attend leadership and client calls, capture key action items and decisions • Make day-to-day decisions aligned with the Founder’s leadership style • Anticipate needs and proactively remove operational bottlenecks • Serve as a filter and strategic gatekeeper • Maintain consistent client touchpoints throughout the coaching program • Track participant progress and ensure milestones are met • Document interactions, outcomes, and follow-ups • Ensure a high-quality and consistent client experience • Oversee and coordinate team members • Delegate tasks and ensure timely completion • Monitor KPIs and project timelines • Hold the team accountable to objectives and standards • Maintain clear documentation of processes and interactions • Track action plans and ensure execution • Support continuous improvement of systems and workflows

• Oversee multiple client projects from initiation to completion • Track deadlines, milestones, and deliverables • Ensure all projects are delivered on time and aligned with client expectations • Communicate progress updates and proactively flag risks or delays • Create and refine PowerPoint presentations using existing templates • Ensure brand consistency across decks and documents • Improve slide flow, clarity, formatting, and visual alignment • Adapt materials to different client audiences while maintaining branding standards • Train and onboard junior Virtual Assistants • Delegate tasks clearly and monitor execution • Review work output for quality control • Improve systems and processes to increase team efficiency • Organize project documentation and workflows • Maintain SOPs and internal systems • Coordinate across tools (project management platforms, shared drives, etc.) • Support ad hoc administrative and operational tasks as needed

• Prepare analytical materials, executive summaries, and briefings to support decision-making • Structure the CEO’s tasks into clear priorities, KPIs, timelines, and expected outcomes • Optimize the CEO’s workload and calendar through effective time, task, and focus management • Take ownership of follow-ups and ensure execution without constant CEO involvement. • Act as a communication bridge between the CEO and department heads • Ensure priorities, tasks, and deadlines are clearly communicated and executed • Prepare and moderate internal meetings: agenda, notes, action items, and follow-ups • Track progress and proactively escalate risks or delays. • Prepare materials for external meetings, negotiations, and business events • Handle initial communication with partners, clients, and vendors when appropriate • Manage personal scheduling and planning to ensure balance and predictability • Handle personal requests and time-sensitive matters independently • Fully manage business and personal travel (flights, hotels, transfers, itineraries) • Ensure seamless integration between business and personal calendars • Assist with personal documents, renewals, and organization • Support with payments, subscriptions, purchases, and related logistics • Handle sensitive and confidential information with absolute discretion and trust.

• Store and organize documents and files. • Data Entry: prepare lead lists or meeting minutes, transcribe audio recordings, prepare payroll information, and organize research notes. • Research products, purchase goods & secure samples. • Store, update & collect information for marketing and sales campaigns through a CRM system. • Create and send statements or invoices, track payments, and record company expenses. • Gather data on trends, industry best practices, and other publicly available information and prepare reports on the findings (e.g., for comparative analysis). • Monitor projects, conduct internal communication & organize company data. • Coordinate team calendars, prevent scheduling conflicts & ensure clients are on time and prepared for meetings. • Prepare itineraries, book hotels, rental cars, etc. • Convey information to incoming calls & make calls for appointments or conduct informational inquiries. • Reply to emails, follow up on correspondence, organize inbox as per client preferences, and notify clients about important emails. • Ad hoc tasks