Booking & Operations Coordinator (Virtual Assistant)

2 weeks ago

Philippines Assist World Full time $6,000 - $7,000 per year
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 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. What success looks like (KPIs)
  • 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.
You're a great fit if you have
  • 2–3+ years in operations, bookings/coordination, hospitality/events, or multi-market admin.
  • Hands-on experience with (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.
Tools
  • Gmail/Google Workspace
  • Google Sheets
  • Amazon
  • an email marketing platform (onboarding provided)
Nice to have
  • Experience coordinating contractors or instructors across multiple markets.
  • Light design sensibility (eye for spacing, imagery, and aesthetics in email layouts).
  • Basic automation skills in or Zapier.
$500 - $700 a month Work Central Time hours. 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 We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.

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