VFactor Health is an online health-coaching company founded and led by a Registered Dietitian and Physician Assistant. We're hiring an Executive Assistant to the CEO who also serves as our Client Success Coordinator, keeping our clients supported and on track and making sure nothing falls through the cracks.
About VFactor Health
We help women 45–65 — most of them on GLP-1 medications like Ozempic, Wegovy, or Mounjaro — lose fat, protect muscle, manage side effects, and build habits that outlast the medication. Our clients are smart, motivated, and have usually tried everything before they find us. We're a small team: a founder, a group of coaches, a sales team, and a Director of Operations.
The Role
This is a hands-on role. About half of it is proactive client success — reaching out to leads who cancelled, clients who haven't booked, and members coming up on renewal. The other half is executive support for the CEO and keeping our systems clean. You'll spend most of your day in GoHighLevel, talking to clients and leads, and keeping the CEO's world organized.
What You'll Do
Client support
- Answer client and customer messages in GoHighLevel — including people who can't find their GLP-1 Success Formula or Metabolic Accelerator Kit after purchase — within 6 hours, every time.
- Follow up with people who had trouble finding a product and check in on how their GLP-1 journey is going.
- Respond with warmth and clarity, and escalate anything that needs a coach.
Lead and appointment management
- When someone cancels a strategy call, reach out, re-engage them about their goals, and rebook them.
- Twenty-four hours before each strategy call, confirm the intake form is complete — and if it isn't, text them the link through GoHighLevel.
- Review completed intake forms and prepare a clean summary for the CEO ahead of every call.
Client success and retention
- Identify VIP and Health Accelerator clients coming up on renewal, reach out, and get them booked on the CEO's calendar.
- Reach out to any client who doesn't have a next session scheduled and get one on the books.
- Send congratulations and a completion certificate to every client who finishes a program, and close out their account in Practice Better.
Executive support
- Own the CEO's calendar — coaching sessions, strategy calls, team meetings, and protected focus time.
- Triage her inbox and Slack, draft replies, and surface what actually needs her attention.
- Prepare documents and materials ahead of calls so she walks in ready.
Content and systems
- Upload and organize course content in GoHighLevel, including the GLP-1 Optimization course.
- Keep all client materials organized and current, and review exercise videos and links for accuracy.
- Build and maintain pipelines, workflows, forms, and calendars in GoHighLevel — and automate the recurring tasks above wherever it makes sense to.
Who You Are
You bring
- Real, hands-on GoHighLevel experience. You've built workflows, managed pipelines and contacts, sent SMS and email through it, and set up calendars and forms. This is a hard requirement — we'll ask you to show us.
- Client-facing experience — customer success, support, or account management — ideally in an online coaching, education, or wellness business.
- Natural, warm written English. Most of this job is writing to people who are anxious, busy, or frustrated, and making them feel taken care of.
- Proactive by default. You don't wait to be told a client hasn't booked her next session — you notice and fix it.
- Organized to a degree other people find slightly unusual.
- Comfortable handling confidential health information and clear that it stays confidential.
- At least 6 hours of overlap with 9 a.m.–5 p.m. U.S. Eastern Time, Monday through Friday, with reliable internet, a quiet workspace, and a computer you're comfortable working from all day.
Helpful but not required
- Practice Better, Calendly, Typeform, Slack, Zoom, Google Workspace, Loom, Stripe.
- Background in health, wellness, fitness, or coaching.
- An instinct for turning a repeated manual task into a GoHighLevel automation.
This role isn't for you if…
- You've only watched GoHighLevel tutorials and haven't built in it yourself.
- You wait to be told what to follow up on.
- You're slow or stiff in written client communication.
- You can't commit to U.S. Eastern business-hours overlap.
What We Offer
- $1,500 to $2,500 USD per month, based on experience, plus performance bonuses.
- A direct working relationship with a clinician-founder at a fast-growing health brand.
- A varied role spanning client success, operations, and executive support — never the same day twice.
- 100% remote, paid in USD, with the stability of a foundational hire.
- Room to build the automations and processes the whole team relies on.
How to Apply
Apply through the short application form — it takes about 10 minutes. It asks about your GoHighLevel experience, the kind of work you enjoy, your experience supporting an online coaching or agency business, your availability and hourly rate, one client-support scenario, and a 1–2 minute Loom video introduction with your camera on. GoHighLevel experience is required. Shortlisted candidates complete a paid trial task before a final interview with the CEO. Please allow 3–5 business days for us to review your application and get back to you.
VFactor Health is an equal opportunity employer. We welcome all qualified applicants regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic. This role is engaged as an independent contractor. VFactor Health delivers health coaching — education and support — not medical care.