Healthpreneur is Looking for Virtual Assistant in Coaching Department Full Time

Growth. Owner-Like Work Ethic. Speed.

These are essential traits to thrive as a team member at Healthpreneur®.

We are the leading coaching and training company for helping health professionals and coaches get clients and scale their coaching businesses online…without the grind.

We are a remote, high performance team with a culture that is obsessed with excellence.

In a world where most businesses (and the people within them) are average at best, we refuse to join their ranks.

We are obsessed with helping our clients make their dreams happen in the service of others, while creating a company that is an industry leader for decades to come.

We cannot achieve this vision without incredible people.

But, if you’re looking for a cushy job with tons of time off, healthcare benefits, ping pong tables, and the ability to “switch off” when you leave the office, this isn’t for you.

If you get overwhelmed easily and your life is a mess, this isn’t for you.

If you strive to do the bare minimum or think that simply getting tasks done is doing a great job, then this isn’t for you.

Working at Healthpreneur® requires you to be a winner. Not a whiner. It requires you to go above and beyond, not because you have to but because you want to. It’s who you are.

We’re looking for high-performers who are so effective that they can do the work of 2 people without breaking a sweat.

We are a performanced-based company that rewards hitting outcomes, not completing tasks.

On our team, 80% of success is NOT just “showing up”. To be successful with us, you must actually move the needle by helping our business generate more revenue, become more profitable, or help our clients succeed – that’s it.

This isn’t a place to work if you’re looking for a job, but rather a fulfilling career where you can grow to your fullest potential.

In our minds, work-life balance is a fairy tale. The reality is that your work affects your life and your life affects your work. That’s why we practice work-life integration.

We believe in living a good life. A life built on freedom. But freedom doesn’t mean doing nothing and living the 4-hour workweek leaving you bored out of your mind.

For us, freedom means being able to live life on your terms and contribute in meaningful ways through work that inspires and lights you up, while enjoying life along the way (not when you retire).

At Healthpreneur®, we work hard – not because we have to but because we want to.

We don’t expect you to work 24/7 but you are expected to do what needs to be done to move the needle in your role.

If you’re selected to work with us, you are not accepting a 9-5, “punch in, punch out” job. And we are certainly not a company where you’d expect to completely disconnect every weekend…especially if clients or team members are counting on you to keep the ball rolling.

Although we encourage setting boundaries and creating space to relax and recharge, when you love what you do, you don’t need to escape from work. Doing work you love feels like a vacation. And when you do have some time off, you’re still thinking about your work because you’re obsessed with it (in a healthy way).

Again, this isn’t a job. This is a passion. This is a career with incredible growth potential with a company that is transforming a broken healthcare model.

We’re looking for winners who are hungry, competitive, and driven.

Is that you?

OUR TEAM:

We are a virtual company with 20+ team members from coast to coast within Canada and the USA and as far as Australia, Europe, and the Philippines. Our founder and CEO, Yuri Elkaim, is located in Toronto, Canada. Our team members are all driven by their shared desire for impact, excellence, and continuous growth.

OUR CULTURE:

We don’t have ping pong tables, funky sofas, or even a physical office. Our culture is based on the premise “Be Great. Do Great” – regardless of location. Since our team is virtual, it’s about how we show up day after day, how we behave and treat one another in and outside of work. It’s about being a self-starter who does what’s needed to get done and who is held accountable to specifically defined targets without having a manager breathing over your shoulder.

It’s about our shared values and how we communicate those values to each other and our clients. Regular two-way feedback, collaboration, and transparency within our team and our clients isn’t something we thought would sound good. It’s what we BELIEVE in and what we PRACTICE.

Strong culture inside the business equates to strong culture outside the business (with our clients) which is probably why we have grown so quickly

We live and breathe the following 3 core values:

Speed is King

Getting things done quickly is more important than doing them perfectly. By moving quickly, we expedite our learning and fast track our success.

Owner-Like Commitment

We are dedicated to doing great work and going above and beyond because the business’ success (and that of our clients) is our success.

Driven to Grow

We are voracious learners and we love a good challenge because it brings out our innate desire to grow and become our best.

If you fit the bill so far and this sounds like a company you’d like to be part of, then keep reading…

ROLE

As a Virtual Assistant in our Coaching Department, your role will be to help us collect and organize data that helps drive client success. You will start by reporting to our Director of Coaching and assist in handling administrative tasks like data entry, metric tracking, resposting recorded calls, and more.

You are amazingly organized, efficient, and love dealing with numbers, data, and spreadsheets. You have a strong understanding of using formulas in Google Sheets and can use that knowledge to better help us organize our data and workflow. You understand how to use zoom and dropbox.

You are able to follow processes and complete tasks with attention to detail. You pick things up quickly and enjoy handling a variety of tasks and running repetitive processes over and over.

You perform well under pressure and time constraints. You get things done as quickly as possible while triple checking for accuracy and quality. You have an innate sense of which projects to prioritize and are likely a keen keeper of to-do lists. You are confident and at ease when sharing and exchanging information with team members of varying seniority levels.

Overall, your contribution allows our company to run more smoothly, fires are put out quickly (and there are less of them), holes are plugged, and things just work better.

You are responsible for supporting other members of the coaching and operations teams. This includes keeping SOPs up to date, training, troubleshooting, and creating frameworks or processes to ensure our systems are in alignment across all departments.

RESPONSIBILITIES

• Support our sales and CS team by transferring any relevant notes from our internal messaging application (Slack) into our CRM (Ontraport)
• Manage our CRM, ensuring that any duplicate contacts are merged, and any administrative processes for new clients, pausing clients, or graduating clients is handled promptly and accurately
• Manage dynamic groups in Text Magic (our texting platform for coaches) so that groups are always maintained with accuracy and precision regardless of any adjustments to a client’s journey
• Support with all client-related administrative projects. This includes organizing client data in Google Sheets, tracking and reporting renewals/pauses, supporting with copy review process in Airtable, extracting and reporting Critical Number data, overseeing documentation memberships, and handling all relevant client communications.
• Collect screen shots of social proof in the coaching group, edit and submit them to our Airtable base for our team to leverage
• Download zoom video recordings and upload to Dropbox along with related files for relevant meetings or conversations
• The secret code is HP2025
• Attend and contribute to Weekly Sync (team meeting), weekly 1-on-1 meetings with your direct report, and all Strategic Planning Sessions, ensuring that all projects are properly documented.
• Duplicate Strategic Planning documents in advance so that team has all assets needed prior to quarterly/monthly planning sessions. Maintain weekly commitments tracker so that new team members are always added when hired.
• Oversee company playbook to ensure that all SOPs are up to date, and that any old processes are constantly vetted and organized.
• Assist Director of Coaching with any additional administrative tasks such as maintaining team trainings, updating content for clients, communicating with clients (individually or in bulk), or leveraging data to help drive success

• Download CSVs and reconcile data as needed, helping to manage contact tags and groups that sort both prospects and clients

• Work to decrease the noise around the Director of Coaching and be one of her barriers

RESULTS

• All client data is accurately tracked in our CRM, and we have clear, easy to read spreadsheets and graphs that help us interpret it with ease
• Client metrics are accurate, reported on time, and provide 100% confidence to make quicker decisions.
• Coaching team has technical and administrative support with automations, tracking, and reporting – so they can focus on their “genius” zone
• Processes are improved where needed to make sure company operations run smoothly.
• Company playbook is always up to date, and team members can easily find answers to their questions or support each other’s well-documented processes
• Fulfillment is vetted regularly to ensure we have the proper materials in stock and that packages are being sent out on time and within budget.
• Our team of administrative assistants feel fully supported, held accountable, and driven to grow with your support.

REQUIREMENTS

• Excellent English language skills
• At least 2 years previous experience handling admin work and getting workflow organized (within an online business is a bonus)
• Extremely detail oriented – “hawk-like” ability to spot errors, typos, and other details
• Very well organized
• Attentive and reliable
• Can stay focused and present during group calls (it is NOT acceptable to multi-task or do other things while taking notes for these projects)
• Available during normal working hours (based on EST) and willing to check in DAILY to prevent tasks from piling up or deadlines from being missed
• Can identify the difference between situations where clients have issues resolved, or when clients seem to need further assistance. Understands how to filter meaningful interactions, so that only the necessary ones get reported to our team.
• Knowledge and experience working with Google Docs, Slack, Zoom, Dropbox, and Ontraport (ideal but not required).

GUIDING PRINCIPLES

Triple-Check Before Release
From routine data collection to new booking pages, all new work must be checked multiple times through multiple lenses

Document and update all Procedures
In addition to documenting new procedures, ensure that all existing SOPs are up to date. Look for inconsistencies and help bring our systems & nomenclature into better organization.

Minimize Waste
Look for ways to help the team save time, energy, and money to improve operational efficiency. Use 1:3:1 framework to spot problems and present solutions.

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About Healthpreneur®

Healthpreneur® is the industry-leading coaching and training company for health practitioners and coaches who want to get more clients and scale their businesses.

The company was founded in 2015 and is led by Yuri Elkaim – a NYT bestselling author, sought-after speaker and business coach, and CEO of a previous multiple 7-figure online health business that he started in 2006.

Our mission is to transform the health and lives of 1 BILLION people on the planet by 2040 by helping health experts build better businesses and become more impactful within their respective markets.

Learn more at https://healthpreneurgroup.com