ABOUT NICHE IN CONTROL
Niche In Control is a coaching and consulting firm that helps marketing agency founders transform from founder-dependent to founder-independent. Founded by Jesse P. Gilmore, we work with agency owners doing $500K to $5M in revenue who feel trapped as the bottleneck in their own business. Our Leverage for Growth methodology redesigns the founder’s role first, then rebuilds operations, revenue, and team around the life they actually want. We’re a small, high-trust team that communicates directly and moves fast.
THE ROLE
The founder’s time is the most valuable and most limited resource in this business. Your job is to protect it by handling the operational tasks that keep the pipeline moving, the calendar clean, and the clients supported, so the founder can stay focused on coaching, closing, and recording Loom prospecting videos.
This isn’t a traditional VA role. You’ll work alongside an AI system (Claude) that already handles research, drafting, meeting prep, and pipeline tracking. Part of your job is learning to use that system the same way the founder does — producing briefings, drafting follow-ups, and verifying prospect data without needing the founder’s involvement. You’re not building systems from scratch. You’re operating ones that already work, with an AI co-worker that makes you faster.
This is a part-time role (approximately 15 hours per week) with three core functions: managing the founder’s calendar and inbox, coordinating podcast outreach and scheduling for clients, and filtering inbound leads from automated campaigns so the founder only spends time on the highest-quality prospects.
You’ll report directly to Jesse and work alongside Jeremy Gilmore (Systems/Operations). The role is fully remote across US time zones.
👉 TO APPLY NOW DO SO @ THE COMPANY WEBSITE https://www.nicheincontrol.com/hiring-va/
YOU’D BE A GREAT FIT IF YOU WERE…
- The person who checks a shared inbox three times a day without being asked and already knows what’s urgent before anyone flags it
- Comfortable looking at an AI-generated lead score and independently verifying whether it’s accurate by checking the person’s LinkedIn company page, team size, and service offering
- Someone who can hold 10 open scheduling threads in their head (podcast hosts, client calendars, prospect follow-ups) and not let any of them go cold
- Energized by the feeling of clearing a queue. You’d rather process 20 items cleanly than brainstorm one big idea.
- Natural at writing short, professional messages to people you’ve never met — podcast hosts, leads who responded to an automated campaign, scheduling coordinators
- The type who builds their own tracking system (even if it’s just a spreadsheet) without waiting to be told how to organize their work
- Someone who watches a 10-minute Loom walkthrough, takes notes, and runs the process the next day without asking the same question twice
- You default to working independently and surface things when they need attention, not when you need reassurance
- Detail-oriented enough to catch when an AI says a lead is “high fit” but the data doesn’t support it. You trust but verify.
- Motivated by being the behind-the-scenes person who makes a small team punch way above its weight
👉 TO APPLY NOW DO SO @ THE COMPANY WEBSITE https://www.nicheincontrol.com/hiring-va/
WHAT SUCCESS LOOKS LIKE
30 DAYS
Jesse’s calendar is clean by Monday morning and no scheduling thread has gone cold for more than 48 hours.
60 DAYS
You’re independently verifying and categorizing every lead that enters the system within 24 hours, and podcast outreach for clients is running without Jesse touching it.
90 DAYS
You’ve developed enough judgment about lead quality and prospect fit that Jesse trusts your categorizations and only reviews edge cases.
KEY RESPONSIBILITIES
Calendar and Inbox Management (~5 hours/week)
- Manage Jesse’s calendar across coaching sessions, prospect calls, podcast recordings, internal meetings, and personal/family commitments
- Triage and filter multiple inboxes daily
- Move, label, and archive emails using the existing folder system
- Respond to irrelevant outreach with a polite decline to kill follow-up sequences
- Handle keyword-reply lead magnet responses using the existing template system in our marketing automation platform
- Forward anything addressed to Jesse directly that requires his personal response
Podcast Outreach and Scheduling (~4 hours/week)
- Manage podcast guest outreach and scheduling for current clients (and future clients as they’re added)
- Process campaign responses: rejections get a gracious close, positive responses get logged and scheduled
- Log podcast details (name, host, description, guest form links) into the client tracking spreadsheets
- Cross-reference host scheduling links with client availability to book recordings
- Handle intro call scheduling, guest form completion, and revisit flags
- Notify clients when podcasts are booked and update Gmail labels for tracking
- Coordinate with our podcast production team on NiC’s own podcast guest scheduling
Lead Filtering and Pipeline Support (~6 hours/week)
- Monitor responses from LinkedIn outreach campaigns and route leads into the system
- When a lead engages with an automated message: collect their email, add to the marketing automation platform, grant access, and enroll in the appropriate nurture sequence
- Verify AI-generated fit scores against LinkedIn data — checking team size, service offering, revenue signals, and decision-maker status to confirm or override the score
- Categorize leads: High Fit (Jesse does a Loom), Medium Fit (goes into nurture), Disqualified (remove)
- Keep CRM records current with accurate notes, follow-up dates, and status
- Prepare pre-call briefs for Jesse’s prospect calls and coaching sessions using Claude, call intelligence tools, and the CRM
- Flag hot leads (high engagement, high fit score, responded to outreach) for immediate Loom attention
👉 TO APPLY NOW DO SO @ THE COMPANY WEBSITE https://www.nicheincontrol.com/hiring-va/
QUALIFICATIONS
Required
- 1+ years in a virtual assistant, operations coordinator, or sales support role
- Comfortable using AI tools (ChatGPT, Claude, or similar) as a daily work tool, not just a novelty. This is a core job function.
- Experience with CRM systems — we use Close CRM, but experience with HubSpot, Salesforce, or similar platforms translates
- Experience with marketing automation or email platforms — we use Ontraport, but familiarity with ActiveCampaign, Mailchimp, HubSpot, or similar tools is a strong foundation
- Strong written communication. You’ll be writing to podcast hosts, prospects, and clients in short, professional messages.
- Proficiency with Gmail, Google Calendar, and Google Sheets
- Comfortable working remotely and independently across US time zones
- Reliable internet connection
Preferred
- Experience with LinkedIn-based outreach tools (Sales Navigator or similar prospecting platforms)
- Experience coordinating podcast guest scheduling (manual booking flows, Calendly, or dedicated podcast booking tools)
- Familiarity with project management tools (ClickUp, Asana, Monday, or similar)
- Familiarity with call intelligence or meeting recording tools (Otter, Fathom, Gong, or similar)
- Background in coaching, consulting, or agency environments
👉 TO APPLY NOW DO SO @THE COMPANY WEBSITE https://www.nicheincontrol.com/hiring-va/
KEY SKILLS AND ABILITIES
- Inbox and calendar management at volume without dropping details
- Lead verification and qualification using LinkedIn as the primary data source
- Multi-thread scheduling coordination (podcast hosts, client calendars, prospect follow-ups)
- Written communication that’s short, warm, and professional
- AI collaboration: using Claude to produce briefings, draft emails, and research prospects
- CRM hygiene: keeping records clean, notes current, follow-up dates accurate
- Independent judgment: knowing when something needs the founder’s attention vs. when you can handle it
- Discretion with confidential client and business information
WHAT WE OFFER
- Part-time remote position, approximately 15 hours per week
- Flexible scheduling within US business hours (Central Time preferred)
- Compensation: Competitive hourly rate (₱607 - ₱910 per hour), commensurate with experience (discuss during interview)
- Direct access to the founder and a small, high-trust team
- You’ll learn to operate inside a modern AI-augmented business at the ground level — the systems, workflows, and AI collaboration patterns you pick up here are the ones most companies won’t figure out for another two years
- The role grows as the company scales. NiC is building toward significant growth through 2026 and beyond, and this seat expands with it. The right person will take on more ownership, not just more tasks.
WORKING RHYTHM
You’ll have a weekly async check-in with Jesse (typically via Loom or Slack), plus access to the team Slack for real-time questions when something is time-sensitive. Day-to-day communication is async-first. Onboarding takes approximately two weeks: the first week is walkthroughs of each system (recorded Looms you can reference), and the second week is running the workflows with Jesse available for questions. By week three, you’re operating independently.
👉 TO APPLY NOW DO SO @ THE COMPANY WEBSITE https://www.nicheincontrol.com/hiring-va/
