CPT-8242 High Level Executive Assistant

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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.