Join Our Team: Virtual Assistant (Systems & Operations)
Are you a high-performance operator who thrives in fast-paced environments? Do you take pride in solving problems, building systems, and staying 10 steps ahead of what needs doing? Are you the kind of person who figures it out before being told how?
If that sounds like you, we want to hear from you.
About PulseLink:
We’re a performance-focused marketing agency that helps aesthetic clinics across the UK grow using paid advertising, AI-powered appointment setting, and systemised lead conversion. We don’t just run ads — we take full ownership of the results.
We’re scaling quickly, and to keep up with demand and maintain elite delivery standards, we need a rockstar VA who’s comfortable handling the gritty, unsexy operational work that drives real business growth.
What You’ll Be Doing (Key Responsibilities):
- Managing and optimising Go High Level (GHL): CRM hygiene, workflows, automations
- Monitoring appointment setter activity: call audits, performance tracking, speed-to-lead
- Creating 1 SOP per day (Loom + written format)
- Running performance checks: ads dashboards, lead status audits, appointment tracking
- Fixing technical issues and flagging problems before they cause damage
- Maintaining data integrity: payment tracking, EOD reports, performance sheets
- Building and improving automations using Make.com (or similar)
- Assisting in onboarding new clients and setting up back-end systems
- Preparing client-facing reports, folders, and templates
- Constantly seeking out ways to streamline operations, save time, and improve delivery
You’ll Be a Good Fit If:
- You don’t wait to be told what to do — you look for what needs fixing and fix it
- You love structure, documentation, and order
- You’re naturally organised, obsessed with detail, and take ownership of outcomes
- You can confidently learn and use tools like Go High Level, Make.com, Notion, Google Sheets
- You can write clearly and speak confidently on WhatsApp or Zoom
- You’re comfortable holding others accountable (e.g., checking setter performance)
- You’re available during UK business hours (4–6 hours overlap minimum)
Daily/Weekly KPIs:
- Create or update 1 SOP per day
- Submit a daily EOD report (tasks completed, blockers, next day’s plan)
- Complete 90%+ of tasks without reminders
- Monitor 10–15 setter calls per week and log feedback
- Proactively suggest 3+ improvements to systems/processes per week
- Ensure CRM, ads dashboards, and appointment pipelines are accurate and updated daily
Apply ONLY If You Match The Criteria Below:
You are organised, precise, and detail-obsessed
You take full ownership of your tasks without needing reminders
You’re comfortable watching/listening to sales or appointment calls and pulling useful insights
You enjoy building SOPs and documenting how things work
You have strong written communication skills and can speak on WhatsApp or Zoom confidently
You have reliable internet, a solid computer, and a quiet work environment
You are open to learning GoHighLevel, Meta Ads Manager, Google Sheets, Notion, and Fathom
You are not afraid of repetitive tasks and daily structure — you actually like it
You want to grow inside one company for the next 2+ years
You are available for WhatsApp communication daily and bi-weekly alignment calls
You’re comfortable working UK hours (at least 4–6 hours of overlap preferred)
Requirements:
1+ year working remotely in a VA, Ops, or Systems role
Excellent spoken and written English
Experience with Google Sheets, WhatsApp, Make.com, Zoom, Slack, GoHighLevel
Bonus: Familiar with Meta Ads Manager
Pay & Benefits:
💵 Pay: $400/month for part-time work (20–25 hours/week)
🌍 100% Remote – work from anywhere
📚 Access to internal training & agency systems
🧠 Huge opportunity to grow in an expanding, fast-paced business
🚀 Long-term opportunity – we’re looking for someone to grow with us
🎁 Bonuses & performance-based incentives available after trial period
Apply now by clicking below! We'll review applications and invite top candidates for a quick video interview.