Executive Assistant

Job not on LinkedIn

🔥 1 hour ago

🇺🇸 United States – Remote

⏱ Part Time

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 12%

What it means: the chance that no one is really hiring for this job.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

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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

• Transfer client questionnaire data into business systems accurately and promptly • Support client onboarding from sign-up through first check-in • Monitor client engagement and flag clients who are slipping or need coach attention • Maintain the client traffic-light system in GHL • Update client meal plans as directed • Prepare client check-in information for efficient coach responses, including Loom video responses • Keep client records organized and current • Follow up on late and failed payments through Nui • Handle routine payment queries and escalate difficult cases to the coach • Maximize the existing GHL account, including dashboards and automations • Build and maintain workflows that reduce manual onboarding and monitoring work • Work daily within Kahuna’s app and Google Workspace • Identify operational issues and suggest process improvements

🎯 Requirements

• Working knowledge of GoHighLevel (GHL), including dashboards and automations • Proficiency in Google Workspace (Docs, Sheets, Gmail, Calendar) • Comfort learning client-facing apps such as Kahuna’s app • Experience following up on payments, ideally with Nui or a similar platform • Basic understanding of fitness and nutrition • Strong 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 • Proactive problem-solving and process-improvement mindset • Ability to own recurring processes with minimal oversight • Calm and professional handling of difficult payment or client situations • Comfortable receiving coaching and feedback • Experience building GHL pipelines, reminders, and automated client communications • Experience with dashboards and reporting, including retention, churn, and engagement • SOP and process documentation skills • Client retention and accountability experience • Familiarity with form-to-database workflows • Basic Loom and video workflow familiarity • Basic Canva skills • Calendar and scheduling management • Confidentiality and discretion with client health and personal data • Basic content review skills

🏖️ Benefits

• Part-time schedule of 20 hours per week • Remote work arrangement

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