Booking & Operations Coordinator (Virtual Assistant)
About the Role
A fast-growing wellness and events business is seeking a detail-driven, systems-savvy VA to support client bookings and streamline back-end operations. With classes and experiences offered across multiple U.S. cities, you’ll play a key role in ensuring smooth coordination between clients, instructors, and internal teams.
What you’ll do
Client bookings & coordination (email-only)
● Receive new booking requests and move clients through the full booking process via
email (no phone support).
● Coordinate details with internal coordinators and instructors; ensure confirmations and
updates are accurate and on time.
● Maintain tidy inbox workflows, templates, and canned responses.
Project management & operations
● Build and update items across many Monday.com boards (same change replicated
across 50–60+ city boards).
● Keep instructor/class data up to date; create/maintain checklists, tags/statuses, and
automations where appropriate.
● Document SOPs and flag process gaps or improvement opportunities.
Email marketing & light content assembly
● Draft first-pass email marketing copy (using prompts or guidance; comfortable using AI
tools like ChatGPT).
● Assemble campaigns in our email tool (apply brand colors, swap images, apply basic
layout/blocks); route for review.
General admin & purchasing
● Google Workspace admin: organize Drive folders, update trackers, tidy sheets.
● Weekly payment prep: pre-calculate instructor payouts in Google Sheets (we handle
final approvals/banking).
● Order supplies on Amazon; research simple product options/vendors as needed.
- Inbox SLAs: same-business-day responses; bookings advanced without back-and-forth.
- Data accuracy: 99%+ correct updates across Monday boards and sheets.
- On-time ops: confirmations and weekly payout pre-calcs delivered by agreed cutoffs.
- Clean pipelines: no stale items; changes are mirrored across all affected boards/locations.
- 2–3+ years in operations, bookings/coordination, hospitality/events, or multi-market admin.
- Hands-on experience with Monday.com (or similar PM tools) and Google Workspace (Gmail, Drive, Docs, Sheets with filters, lookups, and basic formulas).
- Familiarity with email marketing platforms (Mailchimp, Klaviyo, Constant Contact, etc.); comfortable assembling layouts and brand styling.
- Excellent written English; warm, concise client communication.
- A process mindset: you enjoy replicating structured changes across many instances without losing accuracy.
- Comfort using AI to draft first-pass copy, summaries, and checklists.
- High ownership, proactive follow-ups, and calm multitasking across many cities and moving parts.
- Monday.com
- Gmail/Google Workspace
- Google Sheets
- Amazon
- an email marketing platform (onboarding provided)
- Experience coordinating contractors or instructors across multiple markets.
- Light design sensibility (eye for spacing, imagery, and aesthetics in email layouts).
- Basic automation skills in Monday.com or Zapier.
Why Join Assist World?
100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$300 tenure bonus every 6 months
$500 entry monthly raffle
NO TRACKER. NO PROBLEM
Average salary estimate
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