Executive Assistant to the CEO

Executive Assistant to the CEO

• Working Hours: 8 hours, from 4 PM till 12 AM Beirut Time
• Working Days: 5 days a week
• Days Off: Saturday and Sunday
• Work Location: Fully-remote, you can work from anywhere
• Salary Range: 2,000$ per month

Company Overview

It is a women's health company that blends evidence-based coaching, education, and a high-touch client experience to help women using GLP-1 medications protect lean muscle, build sustainable nutrition habits, and improve body composition for the long term. Programs are designed around real science, compassionate support, and clear, practical tools that meet women where they are.

The culture is warm and high-standard: thoughtful systems, follow-through, and kindness matter as much as speed. You'll join a small, remote team that values initiative, ownership, and scalable processes — all in service of a client experience that feels personal and empowering.

Mission

We're hiring an Executive Assistant to the CEO to be a true right hand — a partner who anticipates needs, protects focus time, and turns commitments into outcomes. You'll run the daily brief, keep the action register true, manage the calendar and inbox, and ensure every client knows her next step. You'll also convert repeat questions into resources and light automations, so the business runs a step ahead.

Day to day, you'll coordinate across coaching, operations, and sales; manage client communications in GoHighLevel; prepare meeting summaries and decision logs; track renewals and milestones; and steadily turn repeated work into clean SOPs and scalable tools. If you love strategic organization, warm client communication, and closing loops without drama — you'll feel right at home.

Key Responsibilities

Your daily tasks will vary, giving you room to learn, grow, and strengthen your skills while supporting the team with excellence.

• Send a concise daily brief by 8:30 a.m. ET with schedule, prep links, top decisions, risks, and what others owe the CEO.
• Run a 30-minute Monday planning session and a 20-minute Friday wrap; prepare agendas, decisions needed, and open-loops status.
• Triage the CEO's inbox and Slack in three daily sweeps; draft and send routine replies using approved templates and voice.
• Attend (or review) meetings, extract key points and decisions, and publish action items with owners and due dates within 24 hours.
• Maintain a single action register in ClickUp; remind owners 2 business days before due dates; escalate same-day on any slip with a proposed fix.
• Defend deep-work blocks on the CEO's calendar and place implementation time for action items, not just task lists.
• Keep a decisions log so recurring questions aren't re-decided; bring weekly look-aheads and monthly accountability by person.
• Reply to client and lead messages in GoHighLevel within 6 hours (target under 4 business hours); resend access links and resources as needed.
• Process strategy-call cancellations in Calendly; re-engage warmly and offer to reschedule within 4–6 hours; track rebook rates.
• Send Typeform intake links by SMS if incomplete 24 hours before strategy calls; prepare one-page intake summaries for the CEO.
• Email DND contacts with booked appointments to explain reminder limits; flag to closer or cancel per the confirmed rule.
• Review clients weekly; ensure every active client has a next appointment; contact coach directly if outreach stalls.
• Schedule milestone check-ins (VIP after call 5; HA after call 2) on the CEO's calendar within 2 business days.
• Start renewal outreach 30 days before term end; keep the GoHighLevel pipeline current; aim for 100% contacted, 80% booked.
• Verify coaches send completion emails and certificates within 3 business days; follow up until confirmed.
• Deactivate completed clients in Practice Better within 5 business days and update the master spreadsheet the same day.
• Manage Google Group access weekly: add new members with signed agreements; remove non-renewals or cancellations; update records.
• Confirm addresses, ship renewal materials (e.g., calendars) within 5 business days, confirm receipt, and record it.
• Prepare weekly women's group sessions (topic calendar, deck, handout, Q&A) ready 48 hours before; edit/upload recordings within 2 business days, or coordinate content production per final plan.
• Upload and organize course content in GoHighLevel; track attendance and replay views monthly.
• Organize and version-control all client resources; run quarterly quality reviews for links, accuracy, and brand consistency; audit exercise video links.
• Build Q&A knowledge bases for coaches and clients from recurring questions; refresh monthly.
• Create two related AI assistants (coach- and client-facing) with guardrails; record Loom walkthroughs for common processes.
• Write SOPs for all recurring EA tasks by day 90; keep them current so a competent backup can run the role for two weeks.
• Prepare research summaries on GLP-1, women's health, and body composition; help turn research into usable program assets.
• Maintain a compliance and contract calendar (agreements, renewals, filings, insurance, domains/software) — nothing lapses.
• Keep project trackers updated; provide weekly status on all open initiatives.
• Support strategy/marketing projects one day a week (scheduling, docs, research pulls, follow-ups) within the shared action register.
• Escalate quickly on health/medication concerns, unhappy clients, refunds, or legal/privacy issues; never provide medical advice.
• Keep the system of record true at all times: calendar, ClickUp, GoHighLevel, Practice Better, and the master spreadsheet.

Qualifications

• Years of Experience: 3+ years supporting a founder/executive remotely; end-to-end ownership of calendar, inbox, and follow-ups
• CRM Tool: GoHighLevel (required)
• Softwares: GoHighLevel, Practice Better, Calendly, Typeform, Slack, Fathom, Loom, Zoom, Google Workspace & Google Groups, ClickUp, YouTube, Canva or Google Slides, AI assistants; plus Zapier or n8n a plus
• Industry Knowledge Required: Health and wellness coaching; GLP-1 and women's health context; online coaching/education operations
• Specific Gender: No preference

Skills & Competencies

• Strategic organization and anticipation; thinks a week ahead and prepares before being asked
• Flawless follow-through and kind, early accountability across peers and vendors
• Warm, professional writing with native-like English; adapts tone by audience
• Strong judgment and gatekeeping; knows what needs the CEO's attention
• Discretion with confidential client health information and business matters
• Tech fluency across listed tools; instinct for automation and systems thinking
• Content sense for clean decks/handouts and light video edits; brand consistency
• Low ego, high standards; comfort operating as the CEO's right hand

Technical Requirements

• Own PC or laptop
• Reliable internet connection (wired connection recommended)
• Noise-cancelling headset and a quiet, professional workspace
• Ability to join Zoom meetings and review Fathom recordings
• Ability to send/receive SMS via GoHighLevel during overlap hours
• Comfortable recording Looms and managing files in Google Drive/ClickUp

Position Description

• Working Hours: 8 hours, from 4 PM till 12 AM Beirut Time
• Working Days: 5 days a week
• Days Off: Saturday and Sunday
• Work Location: Fully-remote, you can work from anywhere
• PTO (Paid Time Off): You may request time off anytime with advanced notice
• Salary Range: 2,000$ per month