Still Wearing All the Hats in Your Coaching Business?

Scale Your Coaching or Speaking Business with a Team of Expert VAs

If you’re a coach or a speaker, you already know there’s nothing quite like the magic that happens when you're working with your clients or standing in front of an audience. That’s your zone of genius. Arguably, it might be one of the most rewarding vocations and careers…but we can’t deny that it is also wildly overwhelming.

You’re doing it all: coaching clients, planning workshops, prepping talks, trying to keep up with your inbox, and showing up online like you’ve got a full-blown marketing department backing you. But in reality, it’s just you—maybe in sweatpants and a half-sipped cold brew on your desk—trying to keep all the plates spinning. Sound familiar?

The truth is, growing a thriving coaching or speaking business takes way more than just your voice and your message. It takes structure, strategy, and a whole lot of behind-the-scenes magic. That’s where a virtual assistant (VA) team comes in. 

SMART VAs for Coaching or Speaking Business

Imagine having your own handpicked team to manage your schedule, repurpose your content, handle your emails, follow up with leads, and even help launch your programs, so you can stay in your zone of genius and focus on what you do best: transforming lives.

Working with a dedicated VA team gives you the support you need to keep your coaching or speaking business running smoothly, without you having to do everything yourself. 

How a Virtual Assistant Team Can Support Your Coaching or Speaking Business

You might be thinking, “Okay, but what exactly can a VA team do for my coaching or speaking business?” Great question.

Let’s walk you through where exactly the VA team steps in and how they become your behind-the-scenes superpower.

Social Media Management

  • Our social media VAs for your digital marketing VA team can handle everything from brainstorming post ideas to writing engaging captions and scheduling content. They can use tools like Later, Buffer, and Hootsuite to ensure your posts go out at optimal times, keeping your clients' accounts consistently active and engaging.

    Example: If you manage social media for a restaurant chain, our social media VA can create daily posts showcasing menu specials, customer reviews, and behind-the-scenes kitchen content, keeping your audience hungry for more.

  • Keeping up with DMs, comments, and messages is time-consuming but crucial for brand loyalty. Our social media VAs will monitor you or your clients’ social media accounts, respond to inquiries, and engage with followers to boost community interaction.

    Example: For an online boutique client, our social media VAs can promptly answer product availability questions and assist customers with purchases, helping convert interest into sales.

  • Understanding what’s working (and what’s not) is key to growth. Our social media VAs can track engagement rates, follower growth, and conversion data, and then compile reports with actionable insights to refine social media strategies.

    Example: If your client is an influencer, our social media VAs can provide a detailed monthly report on which content performed best and suggest improvements to increase reach and engagement.

Content Marketing & SEO

  • Content marketing is vital for SEO, but writing optimized blogs for multiple clients can be really overwhelming. Our writing and SEO VAs can handle keyword research, blog writing, internal linking, and meta descriptions to improve search rankings.

    Example: If you work with an NGO, our writing VAs can write an SEO-friendly blog to drive website traffic, engage supporters, and increase donations.

  • Beyond writing, our SEO VAs can take care of the backend work—uploading blogs, formatting text for readability, adding engaging visuals, and ensuring proper SEO setup in WordPress, Shopify, or Wix.

    Example: For an e-commerce brand, our SEO VAs can upload and format weekly product guides, ensuring each post is properly structured with CTAs to drive sales.

Paid Advertising Management

  • Running ads requires constant monitoring and optimization. Our social media or Google Ads VAs can handle ad copywriting, audience targeting, A/B testing, and performance tracking to ensure high conversion rates and a strong ROI.

    Example: If you manage ads for a photographer client, our team can create and optimize a Facebook ad campaign promoting a limited-time mini-session offer, ensuring the right audience sees it while keeping cost-per-click low and bookings high.

  • In conjunction, our Ad VAs can also monitor ad spending, conversion rates, and audience performance, adjusting bids and refining targeting to maximize results without wasting your budget.

    Example: For an online course creator, our Ad VAs can analyze which audiences are converting best and reallocate the budget to scale enrollments.

Paid Advertising Management

  • A well-produced podcast enhances your brand’s credibility. Our podcast management VAs handle audio cleanup, sound balancing, and show note creation.

    Example: Let’s say you have a nonprofit leader client who started a podcast about social justice issues. Our podcast VA team can edit episodes, write engaging show notes, and format transcripts, helping your client rank on podcast directories.

  • Moreover, finding and coordinating guests can be time-consuming. Our podcast management VAs can also handle outreach, scheduling, and communication with potential guests.

    Example: Your business consultant-client wanted high-profile guests for their entrepreneurship podcast. Our podcast VAs can manage guest research and follow-ups, securing interviews with industry leaders.

Email Marketing & Automation

  • Email marketing is one of the most effective tools for client retention, but managing multiple campaigns for sure is overwhelming. But our email marketing VAs handle list segmentation, automation setup, and campaign execution using Mailchimp, ActiveCampaign, or Klaviyo.

    Example: If your client is an online fitness coach, our email marketing VAs can set up a welcome email series to nurture leads and encourage them to sign up for a personal training consultation.

  • In connection, we can also track open rates, click-through rates, and conversions, refining email content and automation workflows to improve engagement.

    Example: For your e-commerce store client, our VAs can analyze abandoned cart email data and implement strategies to recover lost sales.

Website & Landing Page Management

  • A great landing page can make or break conversions. Our website design VAs can design high-converting sales pages using ClickFunnels, Leadpages, and Elementor, ensuring strong calls to action.

    Example: If your client is a law firm, we can create a landing page offering a free consultation, optimized for lead generation.

  • Our web development VAs can also handle plugin updates, site speed optimization, and troubleshooting, ensuring your client’s website runs smoothly.

    Example: If your client is a local service provider, our web developers can update the site with fresh testimonials, service pages, and lead capture forms.

Graphic Design & Branding Support

  • Strong visuals are key to engagement. Our graphic design VAs can create social media graphics, ad creatives, and branded email templates that align with your client’s brand identity.

    Example: For a real estate client, we can create an infographic outlining the home buying process to educate and attract potential buyers.

  • Our graphic designers can also design marketing assets to support client campaigns, from eBooks and guides to presentations and infographics, 

    Example: For a business coach client, we can create a downloadable goal-setting workbook as a lead magnet to attract high-value prospects.

Data & Performance Analytics

  • Tracking performance is crucial for proving ROI. Our digital marketing VAs can compile Google Analytics, SEO, and ad performance reports with actionable insights.

    Example: If you manage the digital marketing for an e-commerce store, our digital marketing team of VAs can provide a monthly report showing which products drive the most revenue from paid ads and email campaigns.

Administrative Support

  • Our administrative VAs can update customer relationship management (CRM) systems, track client interactions, and ensure no lead goes unnoticed.

    Example: A real estate marketing firm struggled with following up on potential clients. Our admin VAs managed their CRM, sent follow-up emails, and increased appointment bookings by 40%.

  • From inbox organization to meeting scheduling, our administrative VAs can handle the admin tasks that eat up your time.

    Example: Your email has a flooded inbox. Our admin VAs can filter important emails, schedule client calls, and ensure you never miss a deadline.