High Level Executive Assistant

Summary

Join 20four7VA as a High-Level Executive Assistant and seamlessly integrate all essential business functions, including operations, client engagement, marketing, and wellness. This role expands beyond traditional administrative tasks, incorporating sales and marketing automation using platforms like Go High Level (GHL), ClickUp, and CRM automation. You will manage executive calendars, oversee client onboarding, implement action plans, and develop wellness programs. Strong communication and organizational skills are essential, along with proficiency in various software applications. This position offers competitive rates, weekly payments, paid time off, and various professional development opportunities.

Requirements

• Internet speed: 25 Mbps download / 10 Mbps upload (minimum required)
• Proven experience as an Executive Assistant, Business Support VA, or Project Manager, preferably with a background in mental health, coaching, or wellness
• Strong organizational and time management skills with the ability to prioritize tasks independently
• Excellent verbal and written communication skills with strong grammar and attention to detail
• Ability to implement action plans, improve business operations, and support executive-level decision making
• High level of discretion and professionalism in handling confidential information
• Experience with lead nurturing, appointment scheduling, and customer engagement strategies
• Proficiency in Go High Level (GHL) – CRM management, automation, lead tracking, and campaign execution
• ClickUp – Task and project management, workflow automation
• TherapyNotes – Client management, scheduling, and administrative support
• Microsoft Office Suite – Document preparation, reporting, and correspondence

Responsibilities

• Manage executive calendars, schedule meetings, and coordinate travel arrangements
• Prepare reports, presentations, and correspondence
• Handle confidential information with discretion
• Organize and maintain Standard Operating Procedures (SOPs) for efficiency and consistency
• Track key performance indicators (KPIs) and generate business performance reports
• Implement action plans to improve business operations
• Oversee client onboarding and management processes, ensuring seamless scheduling, follow-ups, and engagement tracking
• Coordinate and support company-wide wellness programs and initiatives
• Track project milestones and ensure timely completion
• Manage and optimize workflows in ClickUp, ensuring all tasks are properly assigned and completed on time
• Develop and promote mental health and wellness programs within the company
• Provide coaching and support to staff on wellness practices
• Organize wellness workshops, training sessions, and seminars
• Serve as the point of contact between executives and internal/external stakeholders
• Draft and proofread documents, emails, and other communications
• Facilitate effective communication and collaboration within the team
• Manage and respond to inquiries from clients, partners, and leads via email, phone, and chat
• Assist in appointment setting and lead nurturing for business services
• Track and manage referral programs and client retention initiatives
• Support in client engagement efforts, including reminders, surveys, and progress tracking
• Assist in implementing marketing strategies, including content management and social media coordination
• Support in drafting and scheduling email campaigns via CRM tools
• Maintain brand consistency in external communications, presentations, and materials
• Conduct basic market research and competitor analysis to refine business strategies
• Maintain and troubleshoot TherapyNotes, ClickUp, and other business management software
• Ensure CRM data integrity and client tracking are maintained at optimal levels
• Assist in automating repetitive administrative tasks for increased efficiency
• Manage lead pipelines within GHL, ensuring all leads are properly categorized and nurtured
• Automate and track follow-ups, lead conversions, and client interactions inside GHL
• Maintain accurate CRM data hygiene—regularly updating client profiles, tracking notes, and removing outdated contacts
• Set up and manage appointment calendars using GHL’s scheduling system
• Automate consultation booking sequences and follow-up reminders for potential clients
• Monitor and resolve booking conflicts, reschedule requests, and no-show follow-ups
• Assist in creating and scheduling email campaigns and automated workflows inside GHL
• Draft and send client reminders, promotional emails, and nurture sequences based on lead behavior
• Run SMS follow-ups and engagement campaigns for clients and potential leads
• Monitor and update funnels, landing pages, and opt-in forms as needed
• Track funnel performance metrics and provide reports on conversion rates and engagement levels
• Assist in implementing A/B testing on landing pages for higher lead conversion
• Oversee chatbot automation and FAQ responses inside GHL
• Manage inbound call routing and SMS responses based on automation workflows
• Track call logs, follow-up actions, and client inquiries for response optimization
• Assist in setting up and managing online courses or membership portals inside GHL
• Provide basic member support, access troubleshooting, and engagement tracking
• Generate and analyze GHL dashboard reports for marketing, sales, and client engagement
• Track lead conversion rates, campaign effectiveness, and appointment show rates
• Provide weekly/monthly insights on what’s working and what needs improvement

Benefits

• Competitive rates
• Weekly payments
• Annual rate increase (based on performance)
• Paid time off
• Paid holidays
• Free training and upskilling
• Constant support and guidance from managers and mentors
• Clear schedules and guidelines
• A vibrant community always ready to support you