Virtual Assistant – Coaching Support Specialist

Location/Time Zone: Fully Remote. Strong preference for candidates based in Latin America to match the team's operational hours in Central Standard Time (CST) or Eastern Standard Time (EST).
Employment Type: Full-Time (40 hours per week).
Schedule: Monday–Friday, 9:00 AM – 5:00 PM CST.
Compensation: Highly competitive budget up to $2,500/month (dependent on tier of experience).

About the Company

Our company is a premier business consulting and coaching organization dedicated to helping restoration contractors scale their businesses. We specialize in helping clients hire, train, and optimize internal sales processes to build sustainable, long-term revenue.

When our clients bring on new sales talent, we guide them through an intensive, 7-month onboarding and coaching process to ensure peak performance. Due to a major recent expansion—including onboarding multiple new franchise accounts that have effectively doubled our volume—our dedicated sales coaches are experiencing rapid growth. We are seeking a proactive, analytical Virtual Assistant to take front-end and back-end administrative tasks off our coaches' plates so they can focus entirely on what they do best: coaching.

Role Overview

The Virtual Assistant (Coaching Support Specialist) will provide critical administrative, organizational, and data support to our remote coaching team. This role bridges the gap between client data and coaching execution by maintaining CRM hygiene, generating reports, managing schedules, and interpreting data to create actionable session agendas.

The ideal candidate is an analytical thinker, exceptionally organized, and deeply comfortable navigating CRM systems and spreadsheets. You will work behind the scenes to streamline workflows and provide the operational backbone that helps our coaches and their students succeed.

Key Responsibilities

📋 Administrative & Session Support

Agenda Preparation: Interpret coach/client notes and performance metrics to draft structured meeting agendas and supporting materials before each coaching session.
Calendar Management: Efficiently manage schedules, coordinate calendar invites, and prepare coaches for upcoming daily client sessions.
Meeting Coordination: Organize follow-up tasks, track action items post-coaching sessions, and ensure clients remain accountable to their weekly goals.
Documentation: Assist with creating and organizing internal process documentation, digital files, and business records.

📊 CRM Management & Reporting

Data Entry & Hygiene: Maintain precise client records across our target CRM platforms (Pipedrive and HubSpot), auditing data regularly to fix inconsistencies.
Performance Tracking: Monitor and track client progress metrics throughout their 7-month coaching lifecycle.
Dashboard Management: Pull data and generate clean, accessible dashboards or reports within the CRM systems.
High-Level Data Analysis: Conduct quick, routine analyses of sales data to spot trends, performance dips, or highlights that coaches need to address during calls.

Qualifications & Skills

Required:

Experience: 2–5 years of experience as a Virtual Assistant, Operations Assistant, or Administrative Assistant (preferably supporting consultants, coaches, or B2B sales teams).
Language: Flawless written and verbal English communication skills.
Technical Proficiency: Proven, hands-on experience working natively with HubSpot and/or Pipedrive.
Data Literacy: Strong Microsoft Excel or Google Sheets skills, with a demonstrated ability to move data around, filter information, and organize reports.
Work Style: A self-motivated worker who thrives with minimal supervision in a fast-paced, fully remote workspace.
Detail-Oriented: Exceptional organizational habits—nothing slips through the cracks.

Preferred:

Experience building out report structures or setting up CRM automations.
Prior experience working with or within the business consulting, contracting, or restoration industries.

Success Metrics

Accuracy & Quality: Flawless data integrity across CRM tracking systems and zero errors on generated client dashboards.
Timeliness: Routine, prompt delivery of session agendas and supporting data points to coaches ahead of schedule.
Coach Leverage: Success in this role is directly measured by the amount of time freed up for sales coaches to focus strictly on client execution.

Virtual Assistant (LATAM preferred) - 61952959253