Winning Assistants LLC

Administrative Assistant

Winning Assistants LLC

full-time

Posted on:

Location Type: Remote

Location: Philippines

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Salary

💰 $5 - $6 per hour

Job Level

Junior

About the role

  • Manage the CEO’s calendar — scheduling meetings, sending invites, and protecting focus time
  • Monitor and triage the CEO’s inbox, flagging priority messages and drafting routine responses
  • Prepare agendas and take notes during internal team meetings and external calls
  • Track open action items, follow up on outstanding tasks, and keep the CEO informed on progress
  • Handle scheduling coordination with vendors, contractors, and collaborators on behalf of the CEO
  • Complete research tasks as assigned — vendors, tools, pricing, competitor info, etc.
  • Assist with organizing and preparing materials for launches, content, and special projects
  • Schedule and coordinate recurring team meetings, 1:1 check-ins, and group calls
  • Send meeting reminders, prep notes, and follow-up summaries to the team
  • Maintain team calendars and coordinate scheduling across coaches and staff
  • Help onboard new team members by setting up accounts, sharing access, and sending welcome materials
  • Keep shared folders, files, and documentation organized and up to date
  • Track team-related deadlines and ensure items are completed on time
  • Maintain accurate client records in Practice Better and GoHighLevel (GHL), including intake info, program status, and contact details
  • Update client tracking documents and dashboards (e.g., client stoplights, delivery pulse) as directed
  • Send routine client communications, reminders, and check-in messages using pre-approved templates in GHL
  • Assist with scheduling client calls and coordinating calendar availability between coaches and clients
  • Track client program milestones and flag upcoming transitions, completions, or missing check-ins to the appropriate coach
  • Support the collection of testimonials, Google reviews, and end-of-program feedback as directed
  • Assist with client offboarding communications and membership transition follow-ups
  • Maintain and update standard operating procedures (SOPs) as processes evolve
  • Keep Asana up to date — adding tasks, updating statuses, and ensuring project boards reflect current work
  • Perform data entry and record-keeping across platforms (GHL, Practice Better, Google Sheets)
  • Manage digital filing systems in Google Drive — naming conventions, folder structure, and version control
  • Assist with formatting, proofreading, and preparing internal documents and reports
  • Support routine GHL administrative tasks such as updating contact records, pipelines, and tags
  • Flag any system issues, broken workflows, or process gaps to the CEO

Requirements

  • 1+ years of experience as an admin assistant, virtual assistant, or in an operational support role
  • Strong written communication skills — clear, professional, and warm in tone
  • Excellent organizational skills and attention to detail — you catch what others miss
  • Self-starter who can follow a process, manage a task list, and complete work without constant check-ins
  • Comfortable working across multiple platforms and tools — you pick up new software quickly
  • Reliable internet connection and a quiet, professional remote work setup
  • Discretion with sensitive client and business information
  • Experience with GoHighLevel (GHL) — updating contacts, pipelines, and sending messages (Preferred)
  • Familiarity with Practice Better or a similar health/coaching client platform (Preferred)
  • Experience with Asana or another project management tool (Preferred)
  • Background supporting a small business, online brand, or health/wellness company (Preferred)
  • Comfortable working within Google Workspace (Docs, Sheets, Drive, Calendar) (Preferred)
  • Must be proficient in speaking and writing English very clearly
  • Must have relevant work experience
  • Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
  • Must be available for video meetings with your camera on (when needed)
Benefits
  • Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
  • Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
  • HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
  • Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
  • Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
  • Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
  • Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
  • Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
data entryrecord-keepingcalendar managementscheduling coordinationagenda preparationnote-takingclient communicationtask managementdocument formattingproofreading
Soft Skills
written communicationorganizational skillsattention to detailself-starterdiscretionprofessionalismadaptabilityteam collaborationtime managementproblem-solving
Certifications
NBI clearanceLocal Police Clearance