About this role
Overview
Our client is a long-established (50+ years), Florida-based mobile swim school that schedules instructors across multiple regions.
We are seeking a highly organized, fast-paced, customer-focused Virtual Assistant to support scheduling, inbound communication, and operational coordination.
This role is not entry-level — the ideal candidate can think quickly, handle pressure, and operate independently without hand-holding.
Key Responsibilities
Scheduling & Coordination (CORE)
Schedule swim instructors across multiple Florida regions
Ensure efficient route planning (minimize travel time between lessons)
Understand territory logistics (Fort Lauderdale, Palm Beach, Orlando, etc.)
Make quick scheduling decisions in real-time
Customer Communication
Answer inbound calls professionally
Respond to parents via phone, SMS, and email
Maintain a high-level customer service tone at all times
Handle follow-ups and inquiries promptly
System & Admin Support
Work within Go High Level (GHL) for:
Scheduling
Communication
Payments tracking
Use internal app to manage operations
Send messages, flyers, and updates to clients
Requirements (MUST-HAVES)
3–4+ years experience in admin, scheduling, or operations
Strong English communication (spoken + written)
Comfortable handling phone calls with US clients
Ability to work fast under pressure (real-time scheduling)
Highly tech-savvy and quick learner
Strong organizational + problem-solving skills
Nice-to-Haves
Familiarity with US geography (especially Florida)
Experience with Go High Level (GHL)
Customer service background (bonus if dealing with parents)
Mature, relatable personality (e.g. can confidently handle “difficult” clients)
Not a Fit If:
You need constant guidance or training
You struggle with fast-paced environments
You have a strong accent that may cause communication friction
You are junior / entry-level
Growth Opportunity
High potential to move from Part-Time → Full-Time quickly
Opportunity to support a growing franchise network