Executive Assistant & Systems/Operations Coordinator

Eat Right 4 Life is looking for someone who thrives on execution, organization, and proactive problem-solving. As the Executive Assistant & Systems/Ops Coordinator, you’ll be Jackie’s right hand managing backend systems, streamlining operations, and keeping the business running smoothly day-to-day. As the company scales, this role will be critical in supporting daily operations, driving projects forward, and helping the team stay organized and on-task.

This role is the glue between strategy and execution. You’ll support Jackie directly (calendar, email, priorities), run key systems like ClickUp and Zapier, and handle the operational pieces that keep launches, content, and client experience flowing. You’ll also bring structure to messy ideas, anticipate needs before they arise, and take ownership of recurring workflows. You’ll set up systems, track progress, and make sure nothing falls through the cracks. You’ll loop in or delegate to team members as needed, making sure they’re reminded, supported, and staying on deadline — so I don’t have to step in.

This is not a traditional EA role. You’ll absolutely support the CEO, but you’re not here to take notes and wait for direction. You’re here to take action, improve systems, and make things happen. If you’re obsessed with follow-through, love backend tools, and feel energized by keeping all the moving pieces organized, you’ll thrive here.

This is a high-trust, high-ownership role for someone who wants to grow with the business and be a core part of its success. This is not just a support role, it’s a chance to become the backbone of a company changing lives. At Eat Right 4 Life, we help women lose weight without shame, tracking, or restrictive dieting. If you believe in freedom over food obsession, structure over burnout, and progress over perfection, you’ll feel right at home here. You’ll play a key role in how we scale, streamline, and serve more women.

PLEASE NOTE: This is an internal role. We are not looking for business owners, agency contractors, or freelancers balancing multiple clients. We’re seeking someone who wants to grow long-term within our company and treat this as their primary work home.

Responsibilities include (but are not limited to):

Executive CEO Support

• Manage the CEO’s calendar, schedule meetings, and handle email correspondence.
• Prioritize and filter tasks for Jackie, helping her focus on what matters most.
• Take half-baked ideas and turn them into organized, actionable plans — then execute from start to finish.
• Maintain “CEO calm” by simplifying Jackie’s workflow, eliminating roadblocks, and anticipating what’s needed next.
• Act as a trusted thought partner and executor in Jackie’s day-to-day operations.
• Communicate daily via Slack with Jackie and the rest of the team.

Systems Setup & Optimization

• Set up and maintain backend tools: ClickUp, ConvertKit, Canva, Zapier, Practice Better, Google Workspace, Dropbox, Slack, Loom, etc.
• Build and troubleshoot automations and tech workflows.
• Improve systems for onboarding, podcasting, lead magnets, and client delivery.
• Keep all SOPs clean, current, and accessible.
• Learn new platforms quickly and independently when needed.

Client Support

• Monitor and update client progress, demographic tracking, and success metrics.
• Manage the support inbox with timely, professional responses; delegate as needed.
• Manage payment failures, client disputes, and refund requests (in collaboration with coaches).
• Monitor for access issues or tech-related client experience flags.

Sales Operations

• Review closers’ sales call tracking sheets for accuracy and completion.
• Confirm team hours and commission payouts.
• Bridge communication between the team to reduce lost leads and improve client experience.
• Report weekly data on number of sales calls and closing rates.
• Curate and organize “best of” sales calls into a team-accessible doc and folder.

Content & Program Support

• Manage and maintain ClickUp with weekly reviews of tasks, due dates, and deliverables.
• Keep launches and deliverables on track (e.g., new products, onboarding, etc).
• Follow up on tasks, timelines, and loose ends so nothing slips through the cracks.
• Help organize backend systems for client experience, email marketing, lead magnets, etc.
• Keep communication clean and consistent across Slack and project boards.
• Run workflow check-ins with Jackie and provide updates on key projects.
• Assist in updating and creating course materials, worksheets, and program content.
• Curate and organize “best of” coaching calls into a team-accessible doc and folder.
• Proofread social content and ads for formatting issues (spacing, punctuation, emoji placement, etc.) before hand-off to Jackie.

Data & Reporting

• Track and compile client data and overall business performance.
• Help prepare summaries and insights for internal team meetings and CEO decisions.

Team & Internal Operations

• Build, maintain, and improve SOPs (Standard Operating Procedures) and internal standards across departments to support clarity, consistency, and scalability as the team grows.
• Coordinate team task deadlines, send reminders, and keep projects on track.
• Support onboarding and training of new hires.
• Monitor team time and commissions and support in monthly payroll processes.

Hours & Pay

• This role will begin at up to 20 hours per week, then turn into full-time as we scale. The working hours are Monday-Friday from 8:00AM - 4:00 PM PST.
• As you take on more ownership, the role will grow into 30-40 hours per week.
• Pay is currently set at $30-35/hour, with opportunities for raises based on strong performance and impact.

About the Candidate

We’re looking for a EA & Systems/Ops Coordinator who brings both structure and energy! You might be the perfect fit if you:

• Loves being the “go-to” person behind the scenes — nothing gets by you.
• Doesn’t just complete tasks — you improve the system.
• Brings structure to high-level vision without needing step-by-step instructions.
• Operates with a “nothing falls through the cracks” mentality.
• Is proactive, fast-moving, and organized to a fault.
• Thinks like an operator but acts like a finisher.
• Loves building processes, finding improvements, and creating order and efficiency
• Is tech-savvy and not intimidated by backend tools or new platforms.
• Can navigate tech hiccups with ease — you’re resourceful and know how to use Google, ChatGPT, or help center articles to find answers before asking for help.
• Communicates clearly, responds quickly, and follows through reliably.
• Wants to grow into full-time ops leadership over time.

WHO THIS ROLE IS NOT FOR:

• Needs constant direction or freezes without instructions.
• Gets overwhelmed by juggling multiple tools, systems, or deadlines.
• Is passive, overly cautious, or afraid to take initiative.
• Dislikes tech, checklists, or troubleshooting.
• Only wants to do surface-level VA tasks without true ownership.

APPLICATIONS MUST BE SUBITTED DIRECTLY THROUGH: https://forms.clickup.com/6953328/f/6m6bg-14831/XM9KURDAID250MA8FN

Pay: From $30.00 per hour

Expected hours: 20.0 per week

Benefits:

• Flexible schedule

Language:

• English (Required)

Work Location: Remote