About the Role
We are seeking a highly organized and tech-savvy Virtual Coordinator to support the day-to-day operations of a dynamic coaching and training company. This role is ideal for someone who thrives in a fast-paced, multi-faceted environment and is skilled in scheduling, documentation, research, light creative work, and AI tool experimentation .
You'll work closely with the leadership team, coaches, and clients to ensure smooth scheduling, content updates, and operational efficiency. If you're a self-starter who loves improving systems and contributing across multiple functions—from admin to design and light media tasks—this could be your perfect role.
Key Responsibilities
Scheduling & Operational Support
- Request and compile weekly schedules for all custom and coaching calls
- Route coaching calls to the appropriate coach or attach them to the company website
- Assist with email, rescheduling, and cancellation support during team member vacations or weekends
- Track names of agents reached for coaching calls and propose improvements to current tracking system (currently on Google Docs)
- Assist with onboarding paperwork for new coaches
Content, Research & AI Tasks
Add AI-generated scenario ideas to the Authentic Guest Google DocsResearch tools like Notebook LM Podcast to convert training manuals into audio formatAssist in transcribing audio files , including non-English to English transcription, to support faster scoring and feedbackExplore and implement new AI tools for content enhancement, file conversion, and interactive trainingManuals & Program Content Management
Update 3 training manuals (client, coach, admin) for new website publishingAssist in reformatting or redesigning program materials using Canva / PowerPointAdd client-specific logos, content, and names to program deliverablesMedia & Technology Tasks
Send realistic Revinate audio files to coaches on a monthly basisMake test calls to properties for use in live training simulationsHelp convert training manuals into audio, cut videos , and enhance with AI supportStay updated on new tools for making and recording international calls (post-Skype / Teams transition)Creative & Interactive Support
Redesign name cards, posters, and manuals for a modern and cohesive lookResearch and recommend new interactive activities for live or virtual training based on learning goalsWhat We’re Looking For
Skills & Qualifications
2+ years experience as a Virtual Assistant, Program Coordinator, or Admin SupportExcellent English communication skills (written and spoken)Strong organizational skills with attention to detail and follow-throughProficient with Google Workspace (Docs, Sheets, Calendar, Drive)Skilled in Canva or PowerPoint for layout / design tasksComfortable using or learning transcription and AI tools (e.g., Otter.ai, Rev, ChatGPT, audio / video converters)Resourceful with strong problem-solving skills and initiativeBonus : Familiarity with project management tools (Trello, Asana, or Notion)Ideal Candidate Traits
You’re proactive and thrive in a role with varied responsibilitiesYou love organizing digital content and improving workflowsYou’re tech-savvy and curious about new tools and AI-driven solutionsYou’re comfortable working independently and managing prioritiesYou can support during weekends or when others are on leaveRequirements
This is a full time job
100% Remote Work
5 / hr
Night Shift
