Executive Assistant / Project Manager (Training & Coaching Support)

The VA Group, LLC

1d•Remote

About The Position

We are seeking a highly organized and proactive Executive Assistant with experience in project management and Training support to work closely with our client. This role is responsible for managing communications, organizing action items, supporting coaching and speaking engagements, and nurturing leads and relationships. The ideal candidate excels at turning conversations into clear next steps, keeping priorities on track, and supporting fast-moving initiatives with precision and follow-through. Disclaimer: This is a general overview of the position. Specific tasks and tools will be discussed in detail during the final interview.

Requirements

Highly organized, detail-oriented, and proactive
Strong project management and follow-up skills
Comfortable managing communications across multiple platforms
Confident using tools like Google Workspace, calendar systems, AI tools, and CRM-style workflows
USB headset with noise cancellation
Working webcam
Primary and backup computer with at least i5 to i7 processor and 8GB RAM
Main internet service speed of at least 25 Mbps wired connection; backup internet speed of at least 10 Mbps

Nice To Haves

Experience supporting executives, coaches, or trainers preferred

Responsibilities

Review call transcripts and recordings (Otter/Fireflies) to extract action items and ensure they are scheduled and tracked
Monitor daily text messages and emails, filtering noise and prioritizing what requires the client’s attention
Maintain calendar accuracy and accountability for all commitments
Organize and maintain Google Drive, including speaking materials, content assets, processes, and documentation
Create and maintain structured systems to support ongoing operations
Prepare high-level notes and summaries for coaching calls, including past discussions, follow-ups, and upcoming focus areas
Create and manage Google Docs for coaching sessions
Schedule and manage calendars for all coaching calls
Support speaking events by creating presentations using Gamma AI
Coordinate with speaker agents to ensure content and materials are delivered on time
Follow up with leads generated from speaking engagements
Assist with webinar and masterclass coordination, including outreach and scheduling
Proactively follow up with leads and relationships the client has developed
Nurture webinar and event attendees through consistent and thoughtful communication
Ensure no opportunities fall through the cracks