Email outreach assistant

About the Role

We are looking for a hands-on GoHighLevel professional to manage our account, oversee day-to-day email outreach operations, handle prospect replies, and coordinate meetings and follow-ups for our CEO. The focus is on running the established system, keeping the account organized, updating existing workflows based on feedback, and adding new workflows and integrations when required. Our outreach database includes 10,000+ contacts. This role requires combining technical account management with clear communication and reliable follow-through.

Key Responsibilities

• Account & Workflow Management
• Manage the day-to-day operation of our GoHighLevel account.
• Maintain contacts, tags, lists, pipelines, calendars, and conversation records.
• Monitor existing campaigns and automations.
• Update workflows, messaging, triggers, and follow-up sequences.
• Add new workflows and integrations when needed.
• Test changes before activating them and document important updates.
• Identify and resolve technical issues, or escalate them promptly.
• Reply Management & Lead Coordination
• Monitor outreach replies and respond promptly using approved messaging.
• Categorize responses (interested prospects, questions, objections, out-of-office, unsubscribe).
• Qualify interested prospects using our criteria and update their CRM status.
• Ensure automated follow-ups are paused or stopped when appropriate.
• Escalate conversations that require the CEO’s input.
• Track interested prospects to ensure no conversation or follow-up is missed.
• CEO Meeting Scheduling
• Book qualified meetings with the CEO and coordinate availability.
• Manage invitations, confirmations, reminders, rescheduling, and no-show follow-ups.
• Prepare brief pre-meeting notes covering prospect background, conversation history, and meeting purpose.
• Keep calendars and CRM records accurate.
• Meeting Summaries & Follow-Up Management
• Prepare concise meeting summaries.
• Capture decisions, commitments, action items, owners, deadlines, and follow-up points.
• Draft post-meeting emails and send them according to the agreed approval process.
• Track pending actions and remind relevant people when follow-ups are due.
• Maintain a clear record of meeting outcomes and next steps in the CRM.
• Monitoring & Reporting
• Monitor campaign activity and flag sending issues, failed workflows, or unusual reply patterns.
• Share regular updates on replies, interested prospects, meetings booked, and outstanding follow-ups.
• Recommend practical improvements based on prospect responses and operational feedback.
• Maintain simple process documentation for recurring tasks.

Requirements & Tech Stack

• Hands-on experience managing GoHighLevel accounts, workflows, pipelines, and calendars.
• Ability to modify existing automations and build additional workflows.
• Experience setting up or maintaining integrations with email, calendar, and other business tools.
• Strong written English and professional email communication.
• Experience managing outreach replies, coordinating meetings, and maintaining CRM records.
• Ability to turn meeting notes into clear summaries and trackable action items.
• Strong attention to detail, organization, and independent follow-through.
• Good judgment about when to act independently and when to seek approval or escalate.

Qualifications

• Demonstrated experience managing GoHighLevel accounts.
• Examples of workflows maintained, modified, or integrated with other tools.
• Experience handling outreach replies and scheduling executive meetings.