Client Success & Admin Operations Assistant

About Us

We are a growing continuing education and travel-based company serving healthcare professionals across the United States. We host destination-based educational events (including cruise conferences) and offer virtual courses.

We are expanding and looking for a highly organized, long-term tea ---------- mber who wants stability, responsibility, and room to grow.

This is not a short-term freelance role. We are building a team.

Position Overview

You will manage our Gmail inbox, onboarding process, payment tracking, and JotForm systems. Your role is critical in ensuring our client experience is smooth, organized, and professional.

You will be expected to respond to as many emails as possible independently, using clear guidelines and templates. The goal is to protect the founder’s time while maintaining excellent client communication.

You will work directly with the founder and help maintain and improve internal systems as we grow.

Core Responsibilities

Inbox Management (Primary Responsibility)

Manage and organize Gmail inbox daily

Categorize and label incoming emails

Respond to the majority of emails independently using provided guidelines and templates

Use judgment to determine when to respond and when to escalate

Flag only high-level or sensitive emails for review

Follow up on unanswered inquiries

Maintain professional tone and respond within 24 hours

Goal: The founder should only need to review a small percentage of emails that require decision-making.

Onboarding & Guest Management

Send booking confirmations and payment links

Track guest information in Google Sheets

Monitor missing required information

Maintain onboarding checklists

Manage JotForm submissions

Prepare and distribute certificates

Ensure each guest moves smoothly through onboarding

Payment Tracking

Track deposits and recurring monthly payments

Monitor payment due dates

Send reminder emails before deadlines

Flag failed payments immediately

Maintain accurate Google Sheets payment tracker

Provide weekly payment summary updates

JotForm Management

Create and edit JotForms as needed

Build forms with conditional logic

Connect JotForms to Google Sheets

Set up certificate delivery workflows

Monitor submissions for accuracy

Maintain organized form systems

Systems & Organization

Work within ClickUp for task management

Maintain organized Google Drive folders

Update CRM records

Support email automation in MailChimp

Follow SOPs and suggest workflow improvements

Required Skills & Experience

Strong written English

Experienced with Gmail

Experienced with Google Docs and Google Sheets

Experience tracking payments or recurring billing

Experience onboarding clients or event participants

Experienced creating and managing JotForms

Familiar with CRM systems

Familiar with MailChimp

Familiar with ClickUp

Highly organized and detail-oriented

Able to work independently with minimal supervision

Reliable internet connection

Hours & Compensation

10–15 hours per week to start

Long-term opportunity

Potential for increased hours and responsibility

Compensation based on experience

How to Apply

Please include the following in your application:

A short paragraph describing your experience managing inboxes and tracking payments.

A description of a JotForm you have built (including logic or integrations used).

A screenshot of a Google Sheet you have created.

Your experience using CRM systems, MailChimp, and ClickUp.

Your internet speed.

Your desired hourly rate.

Include the word “Magic” at the top of your application.

Applications missing requested information will not be considered.