Executive Assistant

Zohorecruit; Polska; On-site; PLN 9,031,000 - 15,052,000; Part time

Job summary

Zohorecruit is seeking a reliable Executive Assistant to support an online coaching business with a focus on client engagement, admin, and systems optimization.

The role requires knowledge of fitness and nutrition, experience with EverFit or similar apps, and proficiency in Canva and GoHighLevel. Flexibility to work 20 hours per week across Brisbane morning and evening slots is essential.

Qualifications

• Strong client engagement skills for proactive check-ins and personalized messaging.
• Excellent written communication with a warm, natural tone.
• Ability to spot disengagement signals and flag issues for the coach.
• Experience using client management apps to track client activity and payments.
• Familiarity with fitness/nutrition concepts is essential.
• Flexible availability for morning and evening Brisbane time slots.

Responsibilities

• Client Engagement (Primary Focus): conduct proactive check-ins every 2 days via EverFit as we transition from WhatsApp.
• Personalize messages based on activity, e.g., workouts and protein targets, with supportive guidance.
• Flag disengaged or struggling clients for coach attention.

Skills

Client engagement

Written communication

Proactiveness

Attention to detail

Availability mornings/evenings

Fitness/nutrition domain knowledge

Tools

GoHighLevel (GHL)

EverFit

Canva

Nui (payments)

Job description

Job Description: Virtual Assistant (Prompt Engineer & AI Optimization Specialist) Position: Executive Assistant Hours: 20 hrs/week minimum (4 hrs/day, split shifts) Schedule: 7 to 9 AM and 6 to 8 PM Brisbane time

Role Overview

We're looking for a reliable, proactive Executive Assistant with a genuine understanding of fitness and nutrition to support an online coaching business. This role acts as a direct extension of the coach, delivering personalized client engagement, handling admin, and helping the business get more out of its systems. Domain knowledge is essential: the ideal candidate can look at a client's data and respond with relevant, informed support.

Key Responsibilities

Client Engagement (Primary Focus)

Conduct proactive check-ins with clients every 2 days via EverFit (transitioning from WhatsApp)

Personalize messages based on client activity, for example noticing completed workouts alongside missed protein targets and offering helpful support

Flag clients who are disengaging, struggling, or need the coach's direct attention

Administrative Support

Manage payment follow-ups for clients in Nui

Create and edit graphics in Canva

Support general admin tasks as needed

Systems Support

Use GoHighLevel (GHL) to help expand its use beyond landing pages

Stay familiar with EverFit and the new tools being trialed (CoachBase/CoachVault)

Required Tools & Skills

Basic understanding of fitness and nutrition (critical requirement)

Experience with EverFit or similar client management apps

Working knowledge of GoHighLevel (GHL)

Proficiency in Canva

Experience following up on payments or using a payment/billing platform (Nui a plus)

Strong written communication with a warm, natural tone

Reliable availability during both morning (7 to 9 AM) and evening (6 to 8 PM) Brisbane time shifts

Requirements

Ideal Candidate

Female only, aged 20 to 35, to match the client base's communication style

Fitness industry background required

Proactive and able to spot issues before they're raised

Comfortable receiving coaching and feedback

Suggested Additional Skills to Consider

Client retention and accountability coaching experience, to keep clients motivated between coach touchpoints

Habit-based or behavior-change coaching knowledge, to give more meaningful check-in feedback

Experience building GHL automations (workflows, reminders, pipelines), so the EA can grow into a systems role

Basic content review skills, to catch errors in client-facing material such as meal guides and snack lists

Experience supporting or handing off work with a DM setter, to coordinate lead follow-up and client onboarding

Strong attention to detail and sound judgment, given past errors from a VA without domain knowledge

Familiarity with sales or lead nurturing basics, useful if the role expands to cover DM setting