GoHighLevel VA / Operations Assistant – Full-Time

Full-Time | Long-Term Position | GoHighLevel Experience Required

Hi! I’m Harinder, and I run a digital marketing and client acquisition business alongside my podcast, Live The Dream.

I'm looking for a full-time VA / Operations Assistant who can become an important part of the business and help me keep everything organised, moving and up to date.

This isn't a role where I want someone to simply wait for a list of tasks every day.

I'm looking for someone who is naturally organised, takes ownership, communicates well and genuinely likes helping make things better.

The most important thing I'm looking for

Your attitude and communication are just as important as your technical skills.

I need someone who:

• Actually listens and follows instructions carefully
• Communicates clearly and asks questions when something isn't clear
• Is highly organised
• Takes ownership of tasks
• Notices when something is missing or hasn't been followed up
• Is proactive without going off and doing something completely different from what was agreed
• Enjoys helping clients and team members
• Is reliable and follows through on what they say they'll do
• Wants to grow with a business long-term

I don't expect you to know everything.

I'd much rather you say, "I'm not sure about this — can you clarify?" than make an assumption and take something in the wrong direction.

GoHighLevel

Experience with GoHighLevel (GHL) is important for this role.

You'll eventually help with things such as:

• Building and editing funnels
• Creating forms and landing pages
• Setting up and testing workflows
• Automations and triggers
• Updating contacts and opportunities
• Keeping pipelines organised
• Tracking leads and clients
• Troubleshooting basic GHL issues
• Testing customer journeys
• Keeping client information up to date

You don't necessarily need to be the world's greatest GHL developer, but you should be comfortable working inside the platform and understand how funnels, workflows, contacts and pipelines work.

Client & Contractor Communication

You'll also gradually help me with client communication and project coordination.

This may include:

• Checking in with clients
• Answering straightforward questions
• Following up when we're waiting for information
• Making sure clients know what we need from them
• Checking in with contractors and delivery partners
• Making sure contractors have everything they need
• Following up on outstanding work
• Helping coordinate communication between clients and contractors

You won't be expected to handle complicated client situations alone. I'll still be involved where necessary.

The goal is to make sure nothing falls through the cracks.

Podcast Management

I also host the Live The Dream Podcast, and this will initially be a big part of the role.

We've recorded a large number of podcast episodes and I need someone to help me properly organise and maintain the database.

We currently have approximately 40 guests listed, with another 20+ that need adding.

For every guest/episode, you'll help organise information such as:

• Guest name and company
• ChatGPT conversation/link
• Riverside recording link
• LinkedIn profile
• Company LinkedIn
• Website
• Other relevant social media
• Recording status
• Editing status
• Publishing status
• Discovery call status
• Relevant tags and notes

You'll then keep this updated as episodes progress.

Ideally, you'll also help transfer and organise this information inside GoHighLevel so we have a proper CRM and pipeline rather than information living in different places.

Lead & Podcast Follow-Up

There are also opportunities sitting inside our existing database that simply haven't been followed up properly.

You'll help identify and follow up with people who:

• Booked but didn't attend their pre-podcast call
• Cancelled their call
• Never completed their booking
• Recorded a podcast but never booked a discovery call
• Haven't heard from us for a while

Some follow-ups will simply be about getting them rebooked.

Others may be a friendly:

"It was great having you on the podcast. How are things going? Is there anything you're currently struggling with that we might be able to help with?"

I'll provide guidance, templates and training around this.

General Operations & Admin

As the role develops, there will also be general operational tasks such as:

• Maintaining spreadsheets
• Updating CRM records
• Organising information
• Checking outstanding tasks
• Following up with people
• Research
• Data entry
• Basic reporting
• Helping document processes/SOPs
• Helping me stay organised
• Finding ways to make recurring processes easier

If you notice something hasn't been updated or followed up, I'd love you to be the kind of person who flags it rather than assuming someone else will deal with it.

BONUS: Facebook / Meta Ads Experience

This is not essential, but it would be a huge bonus if you have experience with Meta/Facebook Ads.

We're likely to begin managing more paid advertising for clients in the future.

If you already understand things such as:

• Meta Ads Manager
• Campaign setup
• Pixels and tracking
• Lead generation campaigns
• Audiences
• Basic optimisation
• Reporting

please tell me about your experience.

I'd be prepared to pay more for someone who can genuinely bring this skillset to the role.

If you don't have Meta Ads experience, that's completely fine. As that side of the business grows, you may instead help me find and coordinate with a specialist.

Tools You'll Potentially Work With

Experience with all of these isn't required, but you'll potentially work with:

• GoHighLevel
• Google Sheets
• Google Drive
• ChatGPT
• Riverside
• LinkedIn
• Meta Business Suite / Ads Manager
• Email
• Calendars and booking systems

What Success Looks Like

After you've settled into the role, I'd like to be able to open our CRM or master spreadsheet and immediately understand:

Who are our clients? What stage is everything at? What's outstanding? Who needs following up? What's happening with every podcast? What needs my attention?

Ultimately, I want someone who can help bring order to the chaos and gradually take more operational responsibility off my plate.

This Could Be a Great Role for You If...

You're the type of person who enjoys taking something that's slightly messy and making it organised.

You like completing things properly.

You enjoy helping people.

You communicate when there's a problem.

You're comfortable learning new systems.

And when you see something that could be improved, you think:

"There's probably a better way we could organise this."

If you're looking for a long-term position where you can grow in responsibility as the business grows, I'd love to hear from you.

How to Apply

Please don't send me a generic copy-and-paste application.

Start your application with the words:

"Nothing Falls Through The Cracks"

Then answer these questions:

1. Tell me about your experience with GoHighLevel. What have you personally built or managed inside GHL?
2. Give me an example of a GHL workflow or automation you've built yourself.
3. Imagine you're given a spreadsheet containing 60 podcast guests, but some information is missing and some of the statuses are out of date. How would you approach organising it?
4. Tell me about a time when you noticed something hadn't been done or followed up and took responsibility for fixing it.
5. If I give you an instruction but you're not completely sure what I mean, what would you do?
6. Do you have any experience managing Facebook/Meta Ads? If yes, please explain exactly what you've done.
7. What hours are you available to work, and are you currently working for any other clients?
8. What monthly salary are you looking for for a full-time role?

Please also include a short 1–2 minute video or voice recording introducing yourself and explaining why you think you'd be a good fit for this position.

I'm much more interested in finding the right person than receiving hundreds of applications.

I'm looking for someone who can hopefully work with me for a long time and grow as the business grows.