Marketing & Operations Executive Assistant at CapacityWell in Lehi, UT

Executive Assistant — Marketing, Content & Business Operations
Location: Remote
Employment Type: Part-Time Contract (15–25 hours per week initially; potential to grow into a full-time position)
Compensation: Competitive hourly compensation based on experience, technical skills, and demonstrated results
Schedule: Flexible, with some availability during U.S. Mountain Time business hours
Reports To: Founder

Through books, podcasts, educational content, speaking engagements, business assessments, and consulting programs, we help doctors improve profitability, develop stronger teams, streamline operations, reduce burnout, and create greater personal and professional freedom.

We are building a recognizable brand and a scalable business around practical education, proven business principles, and meaningful professional transformation.

We're looking for a talented, resourceful, and highly organized individual who wants to help build something from the ground up.

This is not a traditional administrative assistant position.

You'll work directly with the founder to create the digital infrastructure, produce and distribute content, coordinate marketing campaigns, develop business opportunities, and keep projects moving forward.

The ideal candidate is a technically skilled, self-directed implementer who enjoys turning ideas into finished projects.

Position Overview

As our Executive Assistant for Marketing, Content & Business Operations, you'll serve as the founder's primary operational and administrative partner.

You'll help transform ideas, recordings, manuscripts, and business strategies into organized projects, published content, functional marketing systems, and new business opportunities.

You should be equally comfortable building a marketing funnel, organizing a content calendar, researching potential podcast appearances, coordinating a book launch, and following up with prospective clients.

We don't expect you to be an expert in every discipline. We do expect you to learn quickly, solve problems independently, use modern AI and automation tools effectively, and coordinate outside specialists when necessary.

You'll play an important role in shaping the company's systems, workflows, and future growth.

Key Responsibilities1. GoHighLevel (GHL), CRM & Marketing Automation

Advanced GoHighLevel experience is a primary requirement for this position.

You will build, manage, and optimize our digital marketing and lead-generation infrastructure.

Responsibilities include:

• Build and maintain professional, mobile-responsive websites and landing pages.
• Design lead-generation funnels, opt-in pages, and downloadable resource campaigns.
• Create assessments, quizzes, forms, surveys, and lead magnets.
• Build automated email and SMS follow-up sequences.
• Configure CRM pipelines, contact tagging, lead segmentation, and opportunity tracking.
• Create appointment booking calendars, confirmation messages, and reminder workflows.
• Integrate GHL with relevant third-party applications.
• Build workflows using tools such as Zapier, Make, webhooks, or native integrations when necessary.
• Set up and maintain email marketing campaigns and newsletters.
• Monitor funnel performance, lead activity, appointments, and conversions.
• Troubleshoot technical issues and continuously improve existing systems.
• Maintain clean, accurate, and organized CRM records.
• Document workflows and processes so systems are easy to understand and maintain.

Ideal outcome: Our marketing, follow-up, and appointment systems function reliably without constant involvement from the founder.

2. Podcast, YouTube & Content Production

Content creation will be central to our business growth.

You'll help turn the founder's expertise, interviews, presentations, and ideas into professional content distributed across multiple channels.

Responsibilities include:

• Coordinate podcast recording schedules, guests, and production deadlines.
• Edit or coordinate editing of audio and video recordings.
• Prepare podcast descriptions, show notes, titles, timestamps, and summaries.
• Upload, schedule, and publish podcast episodes.
• Manage podcast hosting and distribution to major platforms.
• Publish YouTube videos, including titles, descriptions, chapters, thumbnails, and optimization.
• Repurpose long-form recordings into short-form video clips.
• Develop LinkedIn posts, newsletters, blog articles, and other educational content from recordings and transcripts.
• Use AI-assisted tools to accelerate content production while maintaining quality and accuracy.
• Create and manage a consistent editorial calendar.
• Maintain an organized library of recordings, transcripts, graphics, and published content.
• Track content performance and recommend improvements.

Experience with tools such as Descript, Riverside, Canva, CapCut, Adobe Premiere Pro, or similar applications is valuable.

You do not need to be a professional video editor, but you should understand the production process and be capable of producing polished basic content or coordinating specialists.

Ideal outcome: One recording becomes multiple professional pieces of content distributed across several platforms, with minimal additional work required from the founder.

3. Lead Generation & Business Development

You'll support our efforts to connect with chiropractors, practice owners, industry organizations, and potential business partners.

Responsibilities include:

• Research doctors practices, owners, associations, conferences, and professional organizations.
• Identify and build targeted prospect lists based on defined criteria.
• Find and verify appropriate business contact information.
• Organize prospects and opportunities in GoHighLevel.
• Assist with personalized email and LinkedIn outreach campaigns.
• Coordinate follow-up with interested prospects.
• Respond to incoming inquiries and qualify potential opportunities.
• Schedule introductory calls and consultations.
• Maintain accurate records of outreach, follow-ups, responses, and booked appointments.
• Research potential referral partners, affiliate relationships, and strategic collaborations.
• Help develop outreach templates, lead magnets, and marketing materials.
• Track lead-generation activity, response rates, appointment bookings, and conversion performance.

Outreach must be professional, personalized, permission-aware, and compliant with applicable email, messaging, and privacy requirements.

We're particularly interested in candidates who understand the difference between generating large numbers of contacts and generating qualified business opportunities.

Ideal outcome: A consistent and organized process for identifying potential clients, nurturing relationships, and booking qualified meetings.

4. Book Publishing & Educational Product Development

Practice Shift will develop books, educational resources, workshops, and other intellectual property.

You'll help coordinate these projects from manuscript development through production and distribution.

Responsibilities include:

• Organize manuscript drafts, revisions, research, references, and related materials.
• Assist with proofreading, formatting, and editorial coordination.
• Research and evaluate developmental editors, copy editors, proofreaders, designers, and formatters.
• Obtain quotes and compare publishing vendors.
• Research print-on-demand services, commercial printers, and distribution platforms.
• Coordinate book cover design, interior formatting, printing, and production schedules.
• Assist with ISBN registration, metadata, and publishing platform setup as directed.
• Research book distribution options, including direct sales, Amazon, bookstores, and bulk orders.
• Coordinate author copies, sample books, and inventory requirements.
• Develop launch checklists, promotional calendars, and distribution workflows.
• Help coordinate book-related landing pages, purchase funnels, and email campaigns.
• Organize testimonials, reviews, endorsements, and launch partnerships.

You are not expected to be a professional developmental editor or graphic designer. However, you must be capable of coordinating experts, maintaining deadlines, and managing the process from start to finish.

Ideal outcome: Book publishing projects move forward in an organized manner without requiring the founder to personally manage every vendor and administrative detail.

5. Speaking Engagements, Podcast Appearances & Public Relations

You'll help identify opportunities to expand the brand through professional speaking, interviews, partnerships, and industry exposure.

Responsibilities include:

• Research conferences, association meetings, business events, and professional education opportunities.
• Identify conference organizers, event planners, podcast hosts, and other relevant contacts.
• Maintain a database of prospective speaking and interview opportunities.
• Research submission guidelines, deadlines, audiences, and speaker requirements.
• Prepare and submit approved speaker applications and presentation proposals.
• Develop and maintain a professional speaker biography, media kit, and presentation materials.
• Coordinate podcast guest appearances and interview scheduling.
• Track outreach, applications, responses, and follow-up deadlines.
• Assist with speaker agreements, travel logistics, presentation assets, and event preparation.
• Research opportunities for strategic relationships with industry leaders and organizations.

Ideal outcome: A growing pipeline of relevant speaking, podcast, and professional visibility opportunities.

6. Executive Assistance & Project Management

You'll also provide high-level organizational support to the founder.

Responsibilities include:

• Manage and organize calendars, meetings, deadlines, and appointments.
• Monitor designated business inboxes and coordinate responses.
• Draft professional emails, correspondence, and follow-up messages.
• Organize projects, priorities, and timelines.
• Maintain clear task lists and project management systems.
• Track commitments and proactively identify overdue or stalled projects.
• Prepare meeting agendas, notes, action items, and follow-ups.
• Research tools, vendors, services, and business opportunities.
• Develop standard operating procedures and reusable workflows.
• Help prioritize projects based on business impact and available resources.
• Prepare concise weekly progress reports.
• Identify opportunities to improve efficiency through automation and delegation.

You should be comfortable respectfully reminding the founder of commitments, identifying bottlenecks, and making recommendations when priorities compete.

Ideal outcome: The founder spends more time creating, teaching, speaking, developing relationships, and making important business decisions—and less time managing routine administrative and technical work.

Required Qualifications

• Demonstrated hands-on experience building and managing systems in GoHighLevel.
• Experience with CRM management, email marketing, funnels, and marketing automation.
• Strong written and spoken English communication skills.
• Excellent organizational skills and attention to detail.
• Experience managing multiple projects and deadlines independently.
• Ability to research unfamiliar topics and develop practical solutions.
• Comfortable using modern AI tools to improve productivity and content workflows.
• Familiarity with digital content production and publishing platforms.
• Ability to communicate professionally with prospects, clients, vendors, and business partners.
• Experience with Google Workspace or comparable business productivity tools.
• Reliable internet connection and appropriate remote-work equipment.
• Ability to work independently with minimal day-to-day supervision.
• Willingness to document work, provide progress updates, and take responsibility for results.

Applicants must be able to demonstrate actual GoHighLevel work they have personally completed.

Preferred Qualifications

The following are advantages, but not all are required:

• Experience supporting a founder, entrepreneur, author, speaker, coach, or consultant.
• Background in online education, professional services, or healthcare marketing.
• Experience producing or managing podcasts and YouTube channels.
• Familiarity with LinkedIn content and B2B business development.
• Experience with book publishing, Amazon KDP, IngramSpark, or other publishing platforms.
• Experience coordinating conferences or speaking engagements.
• Familiarity with Descript, Riverside, Canva, CapCut, Adobe Creative Cloud, or similar tools.
• Experience with Zapier, Make, and API integrations.
• Basic knowledge of SEO, conversion optimization, and analytics.
• Experience building assessments, quizzes, or lead-generation campaigns.
• Ability to coordinate freelancers and outside contractors.
• Understanding of chiropractic, healthcare, or practice management is a plus.

Who Will Thrive in This Role?

We're looking for someone who:

Takes ownership. You don't simply complete assigned tasks. You understand the intended result, identify next steps, and follow through.

Is resourceful. When you encounter a problem, you research solutions, test approaches, and present recommendations.

Is technically confident. You enjoy learning software, connecting systems, and making technology work.

Communicates clearly. You provide updates, ask thoughtful questions, and raise concerns before they become problems.

Has excellent judgment. You know when to make a routine decision independently and when to seek approval.

Values quality. You check your work, test automations, proofread content, and care about the details.

Is comfortable with a startup environment. You understand that priorities evolve and not every process will be established on day one.

Enjoys creating order. You're energized by turning a growing collection of ideas, recordings, projects, and opportunities into repeatable systems.

Thinks commercially. You understand that our goal isn't simply to publish content or build websites. It's to create meaningful relationships, generate qualified opportunities, and grow a sustainable business.

What Success Looks Like

During your first 30–90 days, you'll help establish the operational foundation.

First 30 Days: Build the Foundation

• Learn the brand, audience, and business objectives.
• Audit and organize existing content, assets, accounts, and projects.
• Establish or improve our GoHighLevel environment.
• Build an initial website or landing page.
• Create a lead-capture funnel and automated follow-up sequence.
• Configure a CRM pipeline and appointment-booking process.
• Establish a project management board and content calendar.
• Develop documented workflows and reporting processes.

Days 31–60: Launch the Content Engine

• Establish a repeatable podcast and video publishing workflow.
• Publish or schedule approved long-form and short-form content.
• Repurpose recordings into newsletters, articles, and social media content.
• Build initial prospect lists and outreach materials.
• Research targeted speaking engagements and podcast appearances.
• Improve funnel and CRM workflows based on early results.

Days 61–90: Support Business Growth

• Maintain a consistent content publishing schedule.
• Support approved lead-generation and follow-up campaigns.
• Help generate qualified consultations and business opportunities.
• Coordinate initial book production and publishing research.
• Maintain an organized pipeline of speaking opportunities.
• Provide reporting on lead generation, conversion activity, content production, and project completion.
• Recommend process improvements and opportunities for additional automation.

Priorities and deliverables will be adjusted based on business needs, agreed working hours, and demonstrated results.

How We Work

We believe in clear communication, defined outcomes, individual responsibility, and continuous improvement.

You'll have regular planning and review meetings with the founder, but this position is designed for someone who can work independently between meetings.

We'll provide direction, brand materials, access to the appropriate systems, and feedback.

In return, we expect dependable execution, proactive communication, organized documentation, and a strong commitment to quality.

We value thoughtful use of automation and AI, but all public-facing content, outreach, and business materials must meet our standards for accuracy, professionalism, and brand consistency.

Growth Opportunities

As we grow, this position may develop into a broader Marketing Operations Manager, Content Operations Manager, or Business Operations Manager role.

The right individual could eventually help oversee additional contractors, content production, marketing systems, publishing projects, and operational workflows.

We're interested in finding someone who wants to grow with the business rather than simply complete isolated tasks.

How to Apply

Please submit the following:

• Resume or professional profile — Include relevant experience in marketing operations, executive support, automation, content publishing, or business development.
• GoHighLevel portfolio — Share at least two examples of websites, funnels, workflows, or CRM systems you've personally built. Explain your specific contribution.
• Content experience — Provide examples of podcasts, YouTube videos, social media content, newsletters, or similar projects you've helped produce or manage.
• Brief introduction video (2–3 minutes) — Introduce yourself, describe your relevant experience, and explain why this position interests you.
• Availability and compensation expectations — Include your hourly rate, weekly availability, time zone, and preferred working hours.
• Short written response — Answer the following scenario:"You're given a 45-minute recording of the founder teaching chiropractors how to reduce burnout and improve profitability. Describe how you would turn that recording into a week's worth of content, build a lead-generation funnel around it using GoHighLevel, and track whether the campaign generates qualified appointments."

We value thoughtful, specific answers more than generic applications.

Selected candidates will be invited to complete a short, paid practical assignment demonstrating relevant technical and organizational skills.

Pay: From $25.00 per hour

Work Location: Hybrid remote in Lehi, UT 84043