Scale Your Clinic is a fast-growing digital marketing agency helping telehealth and wellness businesses scale profitably through paid advertising, automation, and done-for-you services. Our systems have helped clients generate over $29M.
## About the Role
We’re hiring a Personal Assistant & Operations Assistant to support the founder, internal team, and client accounts.
This role is a mix of executive assistance, project management, client delivery, and marketing technology. You’ll help keep the business organized, make sure tasks are completed on time, and ensure our client systems and backend operations run smoothly.
You’ll need to be organized, resourceful, responsive, and comfortable taking ownership without needing constant supervision.
## Key Responsibilities
* Manage and organize tasks in ClickUp
* Track client deliverables, deadlines, and project progress
* Make sure team members complete assigned tasks
* Assist with client onboarding and backend setup
* Set up and maintain GoHighLevel accounts, forms, calendars, pipelines, and automations
* Build and troubleshoot integrations using Make and other software
* Maintain Google Sheets, trackers, reports, and internal documents
* Assist with scheduling, follow-ups, research, and administrative tasks
* Support the founder with day-to-day personal and business tasks
* Communicate with team members through Slack and Loom
* Identify operational problems and help solve them
* Create and update SOPs
* Own backend delivery inside your designated pod and help the team hit its KPIs
## Tools You Should Know
* GoHighLevel
* ClickUp
* Google Sheets
* Make
* Zapier or similar automation tools
* Slack
* Loom
* Google Calendar
## Requirements
* Previous experience as a virtual assistant, operations assistant, project manager, or executive assistant
* Strong understanding of GoHighLevel or similar CRM platforms
* Experience with Make, Zapier, or workflow automations
* Comfortable managing multiple projects and deadlines
* Strong written and spoken English
* Highly organized and detail-oriented
* Resourceful and able to solve problems independently
* Fast and consistent communication
* Willing to take ownership and wear multiple hats
* Stable internet connection and professional work environment
## Compensation
$700–$1,200 per month, depending on experience and skill level.
This is a long-term opportunity for someone who wants to grow with a fast-moving company and take on increasing responsibility.
## What Success Looks Like
You will be successful in this role if:
* Tasks are completed on time without constant follow-up
* Client projects stay organized and move forward
* CRM systems and automations work correctly
* The founder and internal team have fewer low-leverage tasks to manage
* Problems are identified and resolved quickly
* Client onboarding and delivery are completed according to our SOPs
* Communication is clear, proactive, and consistent
## Green Flags
* Responds quickly and communicates clearly
* Has strong attention to detail
* Gives specific examples of taking ownership
* Asks thoughtful questions
* Is comfortable learning new tools
* Can manage multiple priorities
* Accepts feedback and improves quickly
* Shows long-term interest in the role
* Has a proactive, problem-solving mindset
## Red Flags
* Needs constant supervision
* Struggles with basic English communication
* Gives vague answers about previous experience
* Blames previous employers for problems
* Is disorganized or frequently misses deadlines
* Applies without understanding the role
* Shows little curiosity or initiative
* Has poor internet, audio, or video quality during the interview
## Hiring Process
1. Application form
2. Group interview
3. One-on-one interview
4. Test project
5. Final hiring decision
What Success Looks Like
1. Clients are launched within 7 days.
2. Boards are consistently up-to-date and organized.
3. Payments are collected on time.
4. Risks are flagged and addressed before they escalate.
5. The team operates more efficiently each month through your improvements.
