This is a remote position.
Positioned within a scaling executive coaching and fundraising consultancy, this role is critical for driving operational flow, high-level administrative precision, and seamless project management. Operating as a proactive and tech-savvy business partner to a busy principal, the successful candidate will manage complex client schedules, automate digital workflows, and coordinate regional travel. This part-time, remote position for 5 - 7 hours per week requires an autonomous professional capable of providing firm accountability support while leveraging modern AI tools to maximise practice efficiency.
Key ResponsibilitiesComplex Calendar & Schedule Management: Take full ownership of a diverse coaching diary comprising 24 active clients. Coordinate 1:1 sessions, group coaching, and multi-location team away days across both remote and in-person environments.
Booking System Automation: Optimise and oversee Calendly configurations, ensuring precise buffer times, cross-continental timezone alignments, and automated client reminder sequences run without interruption.
Technical Workarounds & Security Navigation: Navigate unique client-side scheduling constraints, implementing creative workarounds (such as remote access configurations and alternative reminder tracks) for an in-house charity client utilising strict two-factor authentication (2FA) protocols.
Workflow Optimisation & Project Management: Build out, refine, and maintain operational pipelines and coaching inquiries within ClickUp. Create automated task flows to streamline daily consult operations and minimise administrative friction.
Executive Accountability Partnering: Act as a gentle but firm accountability partner to the principal, actively monitoring operational deadlines, chasing upcoming deliverables, and ensuring coaching practice tasks stay strictly on track.
Travel Coordination: Research, coordinate, and prepare monthly travel itineraries between Devon and London (1–2 times per month), identifying optimal routes using the Great Western Railway (GWR) application and presenting concise options for executive sign-off.
Content Scheduling & Communication Support: Execute a structured weekly LinkedIn posting schedule (1–2 posts per week), focusing on the mechanics of scheduling, consistency tracking, and performance visibility.
Correspondence Drafting: Leverage advanced generative AI platforms to draft, polish, and manage professional email correspondence and client-facing documentation.
High-Responsiveness Communication: Maintain a highly responsive, fluid communication loop with the principal via WhatsApp to manage urgent, real-time day-to-day scheduling adaptations.
Complex Calendar & Schedule Management: Take full ownership of a diverse coaching diary comprising 24 active clients. Coordinate 1:1 sessions, group coaching, and multi-location team away days across both remote and in-person environments.
Booking System Automation: Optimise and oversee Calendly configurations, ensuring precise buffer times, cross-continental timezone alignments, and automated client reminder sequences run without interruption.
Technical Workarounds & Security Navigation: Navigate unique client-side scheduling constraints, implementing creative workarounds (such as remote access configurations and alternative reminder tracks) for an in-house charity client utilising strict two-factor authentication (2FA) protocols.
Workflow Optimisation & Project Management: Build out, refine, and maintain operational pipelines and coaching inquiries within ClickUp. Create automated task flows to streamline daily consult operations and minimise administrative friction.
Executive Accountability Partnering: Act as a gentle but firm accountability partner to the principal, actively monitoring operational deadlines, chasing upcoming deliverables, and ensuring coaching practice tasks stay strictly on track.
Travel Coordination: Research, coordinate, and prepare monthly travel itineraries between Devon and London (1–2 times per month), identifying optimal routes using the Great Western Railway (GWR) application and presenting concise options for executive sign-off.
Content Scheduling & Communication Support: Execute a structured weekly LinkedIn posting schedule (1–2 posts per week), focusing on the mechanics of scheduling, consistency tracking, and performance visibility.
Correspondence Drafting: Leverage advanced generative AI platforms to draft, polish, and manage professional email correspondence and client-facing documentation.
High-Responsiveness Communication: Maintain a highly responsive, fluid communication loop with the principal via WhatsApp to manage urgent, real-time day-to-day scheduling adaptations.
Requirements
Minimum of 3+ years of proven Virtual Assistant experience supporting independent professionals, directors, or consultancies.
Demonstrated track record managing highly complex diaries, automated booking pipelines, multi-location workflows, and multi-party reminders.
Hands-on experience architecting tasks, pipelines, and automated workflows within digital project management environments.
Practical familiarity with managing, staging, and scheduling professional content posts on professional networking platforms.
Ability to work completely autonomously, think ahead, and hold an executive accountable to deadlines.
Absolute requirement to work standard UK hours (Monday to Thursday, 09:00 to 16:30 UK time / 10:00 to 17:30 South African time).
Preferred QualificationsPrior experience supporting professional coaches, facilitators, or fundraising consultants.
Experience navigating corporate or charity IT security frameworks (e.g., 2FA environments).
Prior experience supporting professional coaches, facilitators, or fundraising consultants.
Experience navigating corporate or charity IT security frameworks (e.g., 2FA environments).
Required Software SkillsClickUp (or equivalent advanced project management systems)
Calendly
Claude Pro (or similar Generative AI productivity tools)
LinkedIn (Content scheduling functionality)
WhatsApp Desktop
Great Western Railway (GWR) app or similar travel booking software
ClickUp (or equivalent advanced project management systems)
Calendly
Claude Pro (or similar Generative AI productivity tools)
LinkedIn (Content scheduling functionality)
WhatsApp Desktop
Great Western Railway (GWR) app or similar travel booking software
Benefits
Fully remote work flexibility, allowing you to operate from any distraction-free home office setup in South African time zones.
A highly communicative, collaborative, and modern entrepreneurial environment that values tech-forward solutions.
Work Type & LocationLocation Type: 100% Remote
Target Hours: Monday to Thursday, 09:00 to 16:30 UK time (approximately 5-7 hours per week).
Location Type: 100% Remote
Target Hours: Monday to Thursday, 09:00 to 16:30 UK time (approximately 5-7 hours per week).
Employment TypePart-time Contract (with a long-term view to permanent operational partnership based on performance alignment).
Part-time Contract (with a long-term view to permanent operational partnership based on performance alignment).
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