You sell your time, then spend half of it on everything around it. Onboarding, scheduling, community moderation, course updates, launch logistics and the follow-up you keep meaning to send.
A coaching virtual assistant runs the operations behind your programs. They onboard clients, manage scheduling and reminders, update course content, moderate your community, prepare session materials, repurpose your content and handle launch logistics, so your billable hours go to coaching rather than admin.
Contract, invoice, welcome email, portal access, intake form, first session booked. You've done it forty times and it's still a series of manual steps you remember in a different order each time. New clients feel the wobble in their first week with you.
You deliver something genuinely good on a call and it disappears. No clip, no post, no email, no lead magnet. The material that would fill your pipeline is sitting in recordings nobody has time to cut up.
Questions pile up in the group. Engagement drops when you go quiet, and you go quiet because you're delivering. Members notice, renewals wobble, and the community you sold as part of the offer becomes the part you dread.
Emails, landing pages, webinar setup, reminder sequences, cart logistics, replay delivery. Every launch is rebuilt from memory under time pressure, and the cost is the coaching you couldn't deliver properly that month.
We hire for the platform your program actually runs on, and candidates are tested in it before you meet them.
Kajabi
Updates course modules, manages member access, builds landing pages and schedules email campaigns.
Kartra
Builds funnels, membership areas and automation sequences, and keeps tagging clean across campaigns.
ActiveCampaign
Runs segmentation, nurture automations and launch sequences, and monitors deliverability issues.
Calendly
Maintains booking types, buffers and reminder flows so your diary matches how you actually work.
Circle
Moderates the community, welcomes new members, surfaces unanswered questions and keeps engagement steady.
The business can be run by someone else. The thing people bought can't be.
Hand over the operations and the delivery gets better, because you're finally rested enough to do it properly.
Your assistant is employed through our Philippines entity under Employer of Record. The employment relationship, statutory obligations and local requirements sit with us. You direct the work. That matters more than most coaches expect, because paying an individual overseas directly is the arrangement that causes problems later.
The data concern in coaching is the sensitivity of what clients tell you. Session notes, business financials, personal circumstances and recordings all sit in your systems, and your VA will be near them. We work on managed devices with VPN access and signed confidentiality agreements, and we scope access so the role reaches program admin and scheduling without needing to open every note you've ever written.
Where you keep clinical-adjacent or deeply personal material, keep it in a separate space with its own permissions. It's a five minute setup that removes the question entirely, and we'll walk you through it during onboarding rather than leaving you to figure it out.
See our EOR and COR page for the employment structure, and the offshore staffing risk and compliance guide for the data and access detail.
Named coaching client stories are being written up now. If you want to hear how it works in practice first, ask on your strategy call and we'll arrange a conversation with a current client. See our client reviews.
Yes. Updating modules, releasing content on schedule, fixing member access, uploading and indexing recordings and testing the student experience are all standard VA work in Kajabi or Kartra. You keep admin ownership of the account and approve anything that changes pricing, offers or what members can see.
With your material and a documented voice guide, yes, for repurposing. Turning your session into clips, posts and a newsletter works well because the thinking is already yours. Writing original thought leadership from scratch is different, and we'd be straight with you that it needs your input rather than pretending otherwise.
Day to day, yes. Welcoming members, answering process questions, surfacing what needs your reply, prompting discussion and keeping engagement steady are all delegable. Anything that calls for your judgement on a member's business or situation gets escalated to you rather than answered on your behalf.
Often it's the right start. Twenty hours a week covers onboarding, scheduling, community and content repurposing for most solo coaching businesses. The trap is hiring part time and then not documenting anything, so the hours get wasted on you explaining. We do the documentation before day one for exactly that reason.
Tell us at the start and we'll scope the role around your launch calendar. Some clients run a consistent full-time role because launch prep is year round once you look at it honestly. Others build a base and add hours around cart open. Both work, as long as it's planned rather than sprung on the person.
Documented decision rights, set in the first week. Your VA gets a clear list of what they decide alone, what they draft for approval, and what waits for you. Add a daily written handover and a short weekly call, and the role runs without needing your attention between sessions.
Book a call and we'll map the operations you're still holding, and what a properly set up assistant takes off you first.