Stay in the coaching seat, not in the inbox.
A senior technical virtual assistant who handles scheduling, CRM, client onboarding, and the back-office operations that add ten hours to a coach's week.
Contact MeBuilt for coaches with teams running real practices, not side hustles.
By the time a coaching practice reaches this stage, the coach is usually billing six figures, has a waitlist, and is still personally rescheduling clients in Calendly at 9pm. The fix is not more grit. It is a real operations layer.
- Executive, leadership, business, and life coaches with consistent monthly revenue.
- Practices running on Acuity, Calendly, SavvyCal, Kajabi, Practice, or Paperbell.
- Coaches selling group programs, masterminds, retreats, or 1:1 packages.
- Anyone whose calendar, inbox, and CRM are still three separate problems.
What I take off a coach's plate.
Scheduling whack-a-mole
Client reschedules, no-shows, time zone confusion. I build a scheduling system with proper buffers, automated reminders, and a no-show policy that actually fires.
Onboarding that feels different every time
Each new client gets a slightly different welcome. I build one repeatable onboarding flow: contract, intake form, welcome video, first session prep.
A CRM nobody trusts
Half the client list is in Kajabi, half in a spreadsheet, half in your head. I consolidate into one source of truth with a real tag taxonomy.
Group program launches that exhaust you
Cohort enrollment, payment plans, Slack invites, intro emails. I templatise the launch so cohort five takes a tenth of the energy of cohort one.
Session notes that disappear
Notes captured in three apps, none searchable. I set up a single client journal per person, searchable, with consistent prompts you actually use.
Marketing that always slips
Newsletters, podcast intros, LinkedIn posts that get drafted and never go out. I take the draft and run the distribution.
Coaching tools I work inside.
Vendor-neutral. I will tell you if a platform is fighting your business model.
What's included on a retainer
What recent coaching work has looked like.
Acuity + Kajabi onboarding loop
Built a clean connection from Acuity booking to Kajabi course access with a 4-email welcome sequence and a Loom intro from the coach.
14 months of Otter transcripts compiled
Pulled 51 weekly group coaching transcripts into a single searchable Word doc, 2.3M characters, in under two hours.
Cohort launch playbook
Documented the full 8-week cohort launch into a Notion playbook so the coach could hand the next launch to a part-time helper.
FAQ
Common questions from coaches.
Get the back office out of your coaching practice.
Book a free 20 minute call. Tell me where the practice is bleeding time and I will tell you exactly what I would fix in the first 30 days.
Contact Me