Virtual Assistant for Coaches
Most coaches start their business to coach, then spend half the week on everything else. Discovery calls to schedule, contracts to send, onboarding emails, social posts and podcast clips to cut.
The work that brings in clients gets skipped first. A virtual assistant for coaches keeps your calendar full and your content consistent without you living in your inbox.
What your VA handles
Discovery call scheduling
Your VA manages your Calendly or booking page, follows up with people who showed interest but didn't book, and sends prep questions before each call.
Program onboarding
New clients get contracts, invoices, welcome emails and course access in the right order. Your VA sets up their space in Kajabi, Kartra or your platform.
Content repurposing
Your VA turns your podcast episodes, videos and live sessions into short clips, quote graphics, newsletter drafts and social posts.
Inbox management
Your VA sorts your email, answers routine questions and flags what needs your attention, so you check one short list instead of hundreds of messages.
Client check-ins
Between sessions, your VA sends reminders, collects homework and tracks progress so clients stay engaged.
Lead follow-up
People who downloaded a freebie or attended a webinar get personal follow-up, and the warm ones get invited to a call.
A dedicated VA, backed by AI
We combine your VA with AI that multiplies your content. AI tools draft captions, summaries and newsletters from your recordings, and your VA edits them so they still sound like you.
A chatbot on your site answers questions about your programs and books discovery calls. Workflows handle the onboarding sequence once a client pays, and your VA adds the personal touches that make clients feel taken care of.
The biggest change is usually your calendar. Discovery calls get booked and confirmed without back and forth, clients arrive prepared, and your content goes out every week even when you're busy delivering programs. You get your evenings back and a business that doesn't stall when you take a vacation. Clients still get answers, and new leads still get a reply within the day.
How it works
Getting started is simple. We begin with a short call about where your hours go, then match you with a VA whose experience fits your industry. During the first week they shadow your process, and we write it into a playbook so the work stays consistent even on days your VA is out. You review their work, give feedback, and add tasks as trust builds.
Pricing
Our virtual assistants start at $20 an hour, with a 40-hour minimum to get started. You get a dedicated assistant trained on your business, a written playbook of everything they handle, and one point of contact on our team. AI voice agents, chatbots and workflows are scoped separately based on your volume.
Frequently Asked Questions
How much does a virtual assistant for coaches cost?
Our VAs start at $20 an hour with a 40-hour minimum. Many coaches use it for a mix of admin and content work.
Can a VA run my social media?
They can schedule posts, repurpose content and reply to comments. We recommend you stay involved in the overall message and strategy.
Which tools do your VAs use?
Calendly, Kajabi, Kartra, Teachable, Dubsado, HoneyBook, Canva, Descript, ConvertKit and GoHighLevel.
Is a VA better than hiring an online business manager?
If you need hands-on task help, a VA is the more affordable starting point. As your business grows, a VA can work alongside an OBM.
How fast can I get started?
Usually within one to two weeks, starting with your calendar and onboarding flow.
Get a virtual assistant for your coaches business
Tell us where your week goes and we'll show you which tasks a VA and a little automation can take off your plate. No long contracts.