A virtual assistant for coaches and consultants who runs the backend so you can run the room.
Dedicated full-time admins trained on Kajabi, Teachable, ConvertKit, HubSpot, and the rhythm of a coaching business. Client onboarding, course admin, list hygiene, podcast outreach, and content repurposing handled.
What you actually get
One dedicated coach admin trained on your course platform, your client onboarding workflow, your email list, and your podcast and content rhythm.
Reply-first client experience. New clients onboarded the same day, course access provisioned, welcome sequences triggered, and inbound DMs and emails replied to in your voice.
Pricing. Roughly $2,000 to $4,500 per month for a full-time dedicated admin, Philippines or Latin America based, with a lifetime replacement guarantee.
The shape of a coaching business that has outgrown its founder.
You are doing the work that pays (calls with clients, hosting the group, recording the podcast) and then doing all the work that does not pay (provisioning Kajabi access, scrubbing the ConvertKit list, drafting the welcome email, chasing the podcast guest who never confirmed, repurposing the episode into three social posts, and replying to the same five DMs you reply to every week). The math stops working the moment your client count crosses the threshold where the admin load eats more hours than the coaching itself.
A dedicated executive admin trained on coaching workflows owns the backend so the coach is on the calls, on the recording, and on the stage, not in the inbox.
What a coach admin VA at Staffify actually does.
Course platform admin (Kajabi, Teachable, Thinkific)
New student provisioning, course module updates, drip release setup, certificate generation, refund processing inside your refund window, and student support tickets answered with your approved language. Cohort launches set up end-to-end from your launch checklist.
Client onboarding and offboarding
Same-day onboarding for new 1:1, group, or mastermind clients: welcome email, intake form sent, Calendly link delivered, contract and invoice routed, and access provisioned to whichever community tool you use (Circle, Slack, Mighty Networks, Skool). Offboarding handled cleanly with the testimonial ask at the right moment.
List hygiene (ConvertKit, HubSpot, ActiveCampaign)
Tag and segment cleanup, sunset sequence enrollment for cold subscribers, deliverability monitoring, automation audits, and broadcast scheduling. The list stays warm and the deliverability stays clean.
Podcast outreach and guest coordination
Guest outreach drafted in your voice, calendar booked, intake form sent, pre-call brief assembled, post-call thank-you and asset-share email sent, and the episode metadata updated everywhere it lives (Apple, Spotify, YouTube, your website). If you guest on other people's podcasts, the same workflow run in reverse.
Content repurposing
Long-form content (podcast episode, webinar, YouTube video) sliced into short-form posts, quote graphics built in Canva from your template, captions drafted in your voice, and scheduling queued in Buffer, Later, or Metricool for your review before publishing.
Inbound DMs, comments, and email
Tier-1 inbound across Instagram, LinkedIn, email, and your community handled with your approved replies. Sales-intent or coaching-fit conversations flagged to you with context. The coach replies to the right messages, the admin handles the rest.
Tools your coach admin VA will know.
- Course platforms. Kajabi, Teachable, Thinkific, Podia, Skool.
- Email. ConvertKit, HubSpot, ActiveCampaign, MailerLite, Flodesk, Klaviyo.
- Community. Circle, Skool, Mighty Networks, Slack, Discord.
- Scheduling and CRM. Calendly, Acuity, Notion, Dubsado, HoneyBook.
- Content. Canva from your brand template, Descript or CapCut for podcast clip trimming, Buffer, Later, Metricool for scheduling.
- Payments and ops. Stripe, ThriveCart, SamCart, Zapier for cross-tool automations.
Onboarding cadence.
Most coaches have an admin running onboarding, the list, and podcast coordination inside 21 days. Week 1: SOP build (your client onboarding flow, your course access SOP, your email voice samples, your content repurposing checklist). Week 2: paired work, the VA drafts and you review every client-facing message and every social post. Week 3: solo on tier-1 with daily review of a flag list. By month 2 the coach has reclaimed the morning admin block. See the hidden cost of doing it yourself for the math on coach admin time.
Coach hiring model comparison.
| Model | Typical cost | Fit |
|---|---|---|
| Coach doing it themselves | "Free" but 8 to 18 hours/week of coach time | Sub-$10K MRR coaches, very early stage |
| In-house OBM (US W-2 or contractor) | $4,000 to $7,500 / mo | Established coaches $30K-plus MRR with team of 3-plus |
| Fractional OBM (online business manager) | $1,500 to $4,000 / mo retainer | Coaches needing ops design, not daily execution |
| Freelance VA (marketplace) | $400 to $1,500 / mo part-time | Coaches ready to vet, train, and manage themselves |
| Staffify dedicated coach admin | $2,000 to $4,500 / mo (full-time) | Coaches $15K-plus MRR with active list, course, or podcast |
Where this works (and where it does not).
Strong fit: coaches at $15K-plus MRR with an active email list, a course or membership, and a content engine (podcast, YouTube, newsletter). Particularly strong for coaches running cohort-based programs where launch periods spike admin work. Also strong for consultants running group programs or masterminds with recurring billing.
Weaker fit: brand-new coaches under $5K MRR (you do not yet have full-time work), and high-end advisory consultants whose entire workflow is one-on-one and bespoke (the repeatable admin layer is thinner). See first employee vs VA for the decision framework.
Frequently asked questions.
How much does a virtual assistant for coaches cost?
Freelance coach VAs run roughly $400 to $1,500 per month part-time. Fractional OBMs run $1,500 to $4,000 per month on retainer. A dedicated full-time offshore coach admin VA through Staffify is roughly $2,000 to $4,500 per month with lifetime replacement guarantee.
Can your VAs work in Kajabi and Teachable?
Yes, both. Plus Thinkific, Podia, and Skool. The VA learns your specific course structure, drip schedule, refund policy, and student support tone during onboarding.
Can they manage my ConvertKit or HubSpot list?
Yes. Tag and segment management, sunset sequence enrollment for cold subscribers, automation audits, broadcast scheduling, and deliverability monitoring. We also work in ActiveCampaign, MailerLite, Flodesk, and Klaviyo.
Can they run my podcast outreach?
Yes. Guest research, outreach drafted in your voice, scheduling, intake forms, pre-call brief assembly, and post-episode thank-you and asset-share emails. We also handle the reverse flow if you guest on other people's podcasts.
Can they reply to DMs and emails in my voice?
Yes. During onboarding we capture your voice samples (past replies, your tone with prospects vs clients, your boundaries) and the VA handles tier-1 inbound across Instagram, LinkedIn, email, and your community. Sales-intent or coaching-fit messages get flagged to you.
What if my admin does not work out?
We replace them. Lifetime replacement guarantee, no extra fee. Most replacements happen in the first 30 days and are usually about voice or pace fit, not skill.
Get the backend off your plate.
25 minutes. Tell us your course platform, your monthly revenue, and where admin is eating coaching hours, and we will tell you what a dedicated coach admin seat would look like.
Book a 25-min discovery call