About the role
We're a growing, multi-location healthcare company, and we're looking for an experienced, resourceful, tech-savvy executive assistant to own projects and systems across the business.
This is a broad generalist role at the intersection of business operations, project management, technology, marketing systems, automation, AI, and administration. You'll work directly with the founder and leadership team.
One hour you may be finding out why an automation stopped firing. The next you're driving a cross-department project to done, updating the CRM, holding a marketing vendor to a deliverable, rebuilding a report, or documenting a process so it stops living in one person's head.
We're not looking for someone to train up. We're looking for someone who has already run projects and owned outcomes, and wants a wider surface to do it on. If your instinct when handed an unfamiliar problem is "I can figure that out" — and you have a track record proving it — read on.
What you'll own
Project management
- Take projects from idea to done: scope, owners, timelines, next actions, follow-through
- Coordinate work involving multiple people, locations, and systems
- Hold other people to commitments and surface what's slipping before it becomes a problem
- Help leadership turn new ideas into things that actually ship
Systems, CRM & automation
- Work extensively inside GoHighLevel and our other business systems
- Build, modify, test, and troubleshoot workflows and automations
- Troubleshoot leads, appointments, messages, tags, notifications, forms, and integrations
- Improve lead routing, automated follow-up, pipelines, forms, and calendars
- Investigate system errors and determine root cause
- Find repetitive work and eliminate it
- Keep CRM data and system documentation clean
- Build the SOP library so key processes don't depend on one person's memory
Marketing systems
- Make sure Meta and Google leads flow correctly into the CRM and are attributed correctly
- Maintain lead funnels, forms, tracking, and follow-up workflows
- Troubleshoot lead-tracking and attribution problems
- Build and maintain marketing reports
- Coordinate with outside marketing vendors and hold them to deliverables
- Test landing pages, forms, tracking, and lead flows
- Use ChatGPT and Claude to build working systems, not just to draft text
- Help test and improve AI phone and communication systems like Retell AI
This is a systems, implementation and execution role. It is not social media or content creation.
Business operations & administration
- Improve workflows across multiple clinic locations and departments
- Build and maintain trackers, dashboards, reports, and documentation
- Research solutions to unusual operational problems
- Manage recurring administrative processes, vendors, invoices, forms, and records
We want someone equally comfortable with "let's figure out why this automation is broken" and "let's make sure this actually gets completed."
Our technology
GoHighLevel (CRM, automations, SMS/email, forms, funnels, calendars, pipelines) · Monday.com · Slack · Google Workspace and Sheets · Meta Ads · Google Ads · Google Analytics 4 and Google Tag Manager · Microsoft Clarity · Retell AI · Otter.ai · ChatGPT and Claude
You don't need experience with every platform. GoHighLevel is especially helpful, but strong experience in another CRM or automation environment translates well.
What we're looking for
- 5+ years of professional experience in business operations, project management, marketing operations, CRM administration, or a similar technology-heavy role
- You have run projects end to end and been accountable for the outcome — not just executed tasks someone else scoped. Management or team-lead experience is a strong plus
- Hands-on experience building, modifying, and troubleshooting workflows and automations. When we say building, we mean you personally built them — not that you worked somewhere that used automated systems
- Fluent in a CRM or comparable business platform
- Strong Google Sheets or Excel
- You use AI as a working tool and have built something with it. We'll ask what you built and who uses it now
- Discernment. You can tell what matters this week from what can wait, and you come with a recommendation rather than a question
- Ability to independently research and troubleshoot unfamiliar problems
Helpful but not required: GoHighLevel, Monday.com, lead routing, email/SMS automation, Meta or Google Ads, analytics, Retell AI, or multi-location healthcare experience.
You'll probably enjoy this role if you
- Learn new software quickly and enjoy figuring out why something isn't working
- Take ownership of problems instead of reporting them
- Notice when something is falling through the cracks, and catch it
- Would rather build the system than run the task forever
- Like variety and working somewhere small enough that your work visibly matters
Over time, we want this person to become one of the people who understands how all the pieces fit together.
Pay: $30.00 - $35.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Vision insurance
Application Question(s):
- Why are you a good fit for this position?
- Describe one workflow or system you personally built that someone else still uses without you. What did it replace? Also tell us what AI tools you use and what you've built with them.
Work Location: In person
