Executive Assistant

Scala Staffing

. Manage and triage the inbox .

Posted 10/15/2026part-timeRemote • United StatesMid-LevelSeniorWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates strong operational support capabilities for a fitness coaching business, with expertise in managing client communications, maintaining accurate records, and utilizing tools like Notion and Google Suite. Proficient in GoHighLevel for workflows and automations, ensuring effective client retention and reporting.

Highest-signal resume keywords

GoHighLevel Workflows And AutomationsNotion ProficiencyGoogle Suite ExpertiseClient Retention SkillsSOP And Process Documentation

ATS Keywords

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Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills

GoHighLevelNotionGoogle SuiteEverfitPayment PlatformsBusiness ReportingSOP DocumentationBasic BookkeepingCanvaClient Roster Management

Soft Skills

Emotional IntelligenceAttention To DetailProactive OwnershipExcellent Written CommunicationAbility To Work Independently

Tools & Technologies

NotionGoogle SuiteGoHighLevelEverfitNewie

Industry Keywords

Fitness CoachingClient RetentionChurn MetricsRetention MetricsRevenue Metrics

Tech Stack

Tools & technologies

Scala

About the role

Key responsibilities & impact

Manage and triage the inbox
Handle client cancellations with empathy and professionalism while following the established process
Maintain the master client roster, including sign-up and finish dates
Track and update Undeniable metrics, including ROV and related reporting
Work daily in Notion, Newie, Everfit, and Google Suite
Troubleshoot and rebuild the GoHighLevel setup, working with Scala’s GHL specialist where needed
Keep records and processes accurate across all platforms
Complete a handover with the outgoing VA
Document processes as SOPs to prevent future knowledge loss
Run day-to-day operations support for a fitness coaching business
Take over email, client roster management, cancellations, and key reporting
Help fix and build out the business’s GoHighLevel setup

Requirements

What you’ll need

Strong working knowledge of Notion and Google Suite (Docs, Sheets, Gmail, Calendar)
Experience with GoHighLevel, including workflows and automations (critical)
Experience with Everfit or a similar coaching platform
Experience with payment platforms; Newie experience is a plus
Excellent written English with a warm, professional tone
Strong attention to detail and ability to work independently
Prior experience supporting a fitness or online coaching business
Emotionally intelligent and able to handle sensitive cancellation conversations calmly
Proactive and comfortable owning recurring processes with minimal oversight
Quick learner able to get up to speed from a short handover
Experience with business reporting or dashboards, including churn, retention, and revenue metrics
Client retention and win-back skills
SOP and process documentation experience
Experience with GHL pipelines, reminders, and automated client communications
Basic Canva skills for ad-hoc graphics
Calendar and scheduling management
Confidentiality and discretion with client data
Comfort with accountability and check-in workflows between coach and client
Basic bookkeeping or invoice reconciliation familiarity

Benefits

Comp & perks

Part-time schedule of 20 hours per week to start
Opportunity to grow from part-time into a full-time role
Remote work arrangement