Executive Assistant/Operations Manager

About the Role

ICP is seeking a highly organized and proactive Executive Assistant / Operations Manager to support one of our clients, a growing endurance coaching company. This role is ideal for someone who thrives in a fast-paced environment, managing both business operations and content workflows. You'll play a key role in keeping the company's systems running smoothly, engaging with clients, and optimizing processes for efficiency.

Key Responsibilities

1. Client Onboarding & Engagement

• Manage onboarding workflows, ensuring new clients receive the right materials and engagement opportunities.
• Set up automated sequences for educational content and personalized resources.
• Track client progress and maintain engagement through timely follow-ups and touchpoints.

2. Operational & Administrative Support

• Schedule and coordinate calls, meetings, and team communications.
• Organize and distribute company resources, including training materials, recorded calls, and internal documentation.
• Maintain an efficient calendar and ensure seamless scheduling for coaching sessions and events.

3. Content Management & Publishing

• Extract key insights from team calls and coaching sessions for content creation.
• Assist in repurposing content for various platforms (social media, email newsletters, video clips).
• Coordinate publishing schedules across multiple channels.

4. Business & Financial Administration

• Track revenue, spending, and key financial metrics.
• Maintain an up-to-date database of client contracts, renewal dates, and engagement history.
• Build automations to track and notify when client contracts need renewal.
• Support bookkeeping and financial reporting processes.

5. Event & Travel Coordination

• Manage travel logistics for team events, races, and retreats.
• Assist in planning in-person events and coordinating logistics for client meetups.

6. Lead Management & Funnel Optimization

• Track client inquiries and maintain an organized CRM system.
• Monitor marketing performance and analyze what content drives client conversions.
• Provide insights on lead generation strategies to optimize client acquisition.

What Were Looking For

• Strong organizational and communication skills.
• Experience in executive assistance, business operations, or online business management.
• Proficiency with tools like Google Workspace, Notion, Airtable, Zapier, Calendly, and Stripe.
• Ability to write and communicate concisely and effectively.
• Comfort with light video/audio editing or willingness to learn.

Bonus Points

• Experience in endurance sports, health, or coaching industries.
• Familiarity with content creation, email marketing, or CRM management.
• Strong project management skills and proactive problem-solving mindset.

Ready to apply? Join our team and help drive efficiency and engagement in a dynamic coaching business!