Executive Assistant

Job not on LinkedIn

🔥 3 minutes ago

🇺🇸 United States – Remote

⏱ Part Time

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 12%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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Scala Staffing

WebsiteLinkedInAll Job Openings

2 - 10 employees

Founded 2025

🎯 Recruiter

🤝 B2B

Recruitment • B2B

Scala Staffing is a remote staffing and outsourcing firm that matches growth-driven companies with vetted virtual assistants and remote teams. Their services include candidate sourcing and assessment, cultural and communication training, onboarding support, hourly billing with time tracking, and consolidated invoicing. The website highlights offerings for virtual assistants, web design & development, digital marketing, and customer support, and emphasizes a training-first approach, long-term placements, and end-to-end management of recruitment and team integration. Site metrics shown include large numbers of tasks completed and assistants interviewed, and roughly four years in business.

📋 Description

• 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

• 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

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