Executive Assistant & Client Success Coordinator

VFactor Health | Remote

Compensation Range (depending on experience): $1,500 to $2,500/month plus performance bonuses

Hours: 40 Hours/week

About VFactor Health

VFactor Health is an online health coaching business offering coaching programs, educational resources, and digital courses, including support for clients navigating their GLP-1 journey.

We’re looking for an organized, proactive Executive Assistant & Client Success Coordinator to support our CEO and help deliver a thoughtful, reliable client experience.

You’ll keep schedules organized, prepare the CEO for calls, help clients access their resources, and make sure follow-ups happen. You’ll also help maintain the systems and materials that keep our coaching business running smoothly.

Prior hands-on experience with HighLevel CRM software is required for this position. If you DO NOT have experience using HighLevel software, please do not apply.

About the role

This role is a great fit for someone who enjoys supporting a business leader while staying closely connected to clients and day-to-day operations.

You notice when a client hasn’t booked their next appointment. You follow up when a form is missing. You resolve an access issue and confirm that the client has what they need. You keep track of the details and communicate clearly when something needs the CEO’s attention.

What you’ll own

Executive support and scheduling

- Coordinate the CEO’s coaching and strategy-call schedule, including cancellations, rescheduling, and appointment follow-ups.
- Review intake forms and prepare concise client summaries before calls.
- Check for missing intake forms at least 24 hours before scheduled strategy calls and follow up with the appropriate link.
- Track action items, deadlines,



and outstanding requests so the CEO can focus on coaching and leading the business.
- Provide clear updates on priorities, completed work, and decisions that need the CEO’s input.

Client communication and follow-up

- Monitor client and prospect messages in GoHighLevel and respond with warmth, clarity, and professionalism.
- Help customers locate purchased resources, including the GLP-1 Success Formula and Metabolic Accelerator Kit.
- Meet agreed response-time expectations during scheduled coverage hours.
- Follow up with canceled appointments, offer rescheduling, and use approved messaging to keep conversations moving.
- Reach out to clients who need to schedule appointments and members who are eligible for renewal.
- Handle sensitive client information with discretion and route health or coaching questions to the CEO.

Program and course administration

- Send congratulatory emails and completion certificates when clients finish their programs.
- Update client records and program access according to completion dates and established procedures.
- Upload and organize course content in GoHighLevel.
- Keep client materials, links, and resources organized and easy to find.
- Check that exercise-video links work and match the assigned exercises, flagging discrepancies for review.
- Maintain accurate records of client conversations, follow-ups, and next steps.

Process improvement





- Document recurring tasks in simple checklists and standard operating procedures.
- Identify missed follow-ups, confusing instructions, and repetitive problems.
- Suggest practical improvements to scheduling, communication, and client support.

Required qualifications

- Prior hands-on GoHighLevel experience. You must have used the platform to manage contacts, respond to SMS and email conversations, update records, and track follow-ups. You should be comfortable using it independently for day-to-day client support and administration.
- Experience as an executive assistant, virtual assistant, client success coordinator, or operations assistant.
- Excellent written and spoken English, with the ability to write warm, natural, professional messages.
- Strong organization and follow-through across multiple clients, appointments, and deadlines.
- Good judgment about what you can resolve independently and what needs to be escalated.
- Confidence learning software and maintaining accurate information across systems.
- Reliable internet, a suitable workspace, and consistent availability during the agreed schedule.
- Comfort communicating with clients about personal health goals with empathy and discretion.

Especially helpful experience

- Supporting an online coach, course creator, wellness business, or other service-based online business.
- Using Calendly and Typeform.
- Managing client onboarding, appointment reminders, renewals, or program completion.
- Uploading digital course content and organizing client resources.
- Creating checklists, templates, and repeatable workflows.

How to Apply Visit our careers page and apply here: https://careers.vfactorhealth.com/executive-assistant/

📌 Executive Assistant & Client Success Coordinato (Colombia)
🏢 VFactor Health
📍 Colombia