Executive Assistant

Employer based in · Remote

Hiring talent from: all countries

Executive Assistant (VA1)Operational & Administrative ManagementManage Annie’s calendar, events, and private client sessions. Book clients, confirm calls, and process payments. Track payment plans, invoices, and missed payments. Maintain CRM and client database (Kajabi, Slack, Google Sheets). Coordinate team meetings and update project trackers weekly. Set up onboarding systems for new students and private clients. Manage Notion / Asana / Google Drive organization systems. Handle affiliate links, discount codes, and student access. Content & Marketing ManagementOversee weekly email campaigns to the 14K-person list.Coordinate copy, graphics, and schedule. Format and send via Kajabi (or chosen ESP). Track open and click rates. Manage social media content calendar across brands (Instagram, Facebook).Upload video clips from Vimeo archives. Repurpose long-form videos into short reels and carousels. Coordinate captions, hashtags, and brand alignment. Maintain a content library (video, photo, PDF assets). Support DM follow-up and engagement for lead nurturing. Collect and organize testimonials and success stories. Assist with launch campaigns (masterclasses, challenges, SLO funnels).Schedule emails, posts, and affiliate outreach. Sales & Lead ManagementManage lead tracking sheet (from DMs, opt-ins, and forms). Update lead status (new, warm, booked, closed). Follow up with potential clients who haven’t purchased. Track conversions from masterclasses, funnels, and campaigns. Coordinate sales call scheduling for Annie or team closers. Send pre- and post-call follow-ups (emails, invoices, contracts). Design & Document ProductionTurn written material into branded PDFs using Canva.Examples: Potty Training Handbook, Iron Support Guide, Intake Forms, Protocols. Update and refine existing program materials. Create visual assets for Kajabi uploads, lead magnets, and social content. Maintain consistent brand identity across all materials. Convert transcripts, notes, and chat outputs into client-ready documents. Program & Client SupportManage Kajabi portals and student logins for: Primal Medicine Academy Path to Profitability Divine Medicine Reset / Wellness Collective Primal Child Mentorship Ensure all lessons, videos, and PDFs are uploaded correctly. Send onboarding and reminder emails for group calls. Track attendance and engagement for cohorts. Support customer service: password resets, link requests, etc. Maintain client feedback and testimonial systems. Podcast & PR CoordinationResearch podcast opportunities in:Herbalism & Holistic Health Women’s Hormone & Fertility Somatic / Nervous System Healing Primal Parenting & Potty Learning Pitch Annie as a guest speaker using branded media kit. Schedule and confirm interviews, collect host details, and share assets. Track appearances and repurpose clips for social media. Coordinate cross-promotion (emails, stories, posts). Analytics & Growth TrackingMaintain a weekly KPI dashboard tracking:Email open/click rates Funnel conversions (SLO, upsells, etc.) Social growth and engagement Client acquisition and payment tracking Provide weekly report summaries with insights and next steps. Identify bottlenecks and suggest automation or delegation opportunities. Team & Vendor CoordinationManage communication with designers, editors, and contractors. Oversee deliverables from ad agencies or collaborators (Stacia, Naomie, etc.). Track invoices and payment deadlines for all vendors. Maintain updated contact sheets and permissions (Google, Kajabi, Vimeo, etc.). Detailed task list Experience and ProficiencyExcellent English communication skills (written and verbal) Should have admin back-end experience either from a corporate set-up or as a VA **IMPORTANT Should have Kajabi experience **IMPORTANT** Should be well-versed in Google Workspace Should have project management experience, preferably Notion Experience using Canva is a strong plus Personality RequirementsOrganized Proactive Resourceful Self-Starter / Independent Detail-Oriented Strong Communicator Adaptable / Flexible Engaged Talent Aligned Collaboration HoursMonday to Friday, 9:00 AM to 6:00 PM PST Engagement Compensation$4 and up/hr. -** open for Experienced and Corporate-experienced Talents only Engaged Talent CommunicationWork Email Slack Engaged Talent Commencement DateASAP Final Alignment Session ScheduleThursday, 13th of November at 9:30 PM PST (11:30 AM CST). Onboarding Call Recording Link 1 Onboarding Call Recording Link 2 Schedule notes: • • Thursday, 13th of November at 9:30 PM PST (11:30 AM CST). •