How do I find a virtual assistant who specializes in managing the back-end of an online course on a platform like Kajabi or Teachable?

Finding a virtual assistant (VA) who knows the ins and outs of course platforms like Kajabi or Teachable can save you countless hours of tech headaches. General VAs are great, but platform-specific pros understand student management, drip content, checkout integrations, and email automations right out of the box.

Here is a step-by-step game plan to find, vet, and hire the right back-end course specialist.

1. Where to Look for Platform Specialists

• Dedicated Marketplaces & Directories: For Kajabi specifically, check out the official Kajabi Expert Marketplace where certified professionals list their design and tech services.
• Freelance Platforms: Use Upwork Freelancers or Fiverr . Search using hyper-specific keywords like "Kajabi certified," "Teachable back-end setup," or "online course migration." Look for freelancers with proven job success scores and specific portfolio items.
• Niche Facebook Groups & Communities: Join active communities like Kajabi Official or general online course creator groups. Drop a well-defined "ISO (In Search Of) Virtual Assistant" post detailing your platform and tech stack. Many vetted specialists hang out in these groups looking for clients.
• VA Staffing Agencies: If you want a pre-vetted match without sorting through hundreds of applications, boutique agencies that specialize in digital marketing and course management (such as BELAY or similar online business support agencies) can pair you with an experienced assistant.

2. Define Your Exact Tech Stack & Scope First

Before writing a job post, write down the specific duties you need off your plate. Course platforms rarely operate in a vacuum; make sure to note if they need experience with:

• Course Structure: Uploading modules, setting up drip content, creating quizzes/assessments, and issuing completion certificates.
• Sales & Checkout: Connecting Stripe/PayPal, setting up coupon codes, multi-payment pricing plans, or bundles.
• Email & CRM Integration: Setting up email sequences inside Kajabi, or integrating Teachable with external tools like ActiveCampaign, ConvertKit, or Mailchimp.
• Community Management: Moderating student comments, managing student onboarding/access issues, or setting up community spaces.

3. Key Interview Questions to Ask Candidates

When you hop on a discovery call or message candidates, skip the generic questions and test their actual platform competency:

• "Can you walk me through how you troubleshoot a student who can't log in or access their purchased product?"
• "Have you ever set up an automated email sequence for abandoned checkouts or course completions on [Kajabi/Teachable]?"
• "Can you share an example of a sales page or offer you built from scratch on the platform?"
• "How do you handle data migration if we ever need to move content or students from another platform?"

4. Run a Small Paid Test Project

Before handing over full administrative control, hire them for a single, well-defined micro-task (e.g., “Upload and structure this 3-video module, set up the drip schedule, and test the preview mode” ). This lets you evaluate their communication style, attention to detail, and actual platform proficiency under real conditions.

To help narrow this down, let me know:

• Are you using Kajabi, Teachable , or another platform?
• What are the top 2 or 3 tasks eating up most of your time right now?

Yes. The key is not to search for a generic “virtual assistant.” You want someone who is essentially a course operations / LMS virtual assistant—someone comfortable inside Kajabi, Teachable, Thinkific, etc.

There are good specialists available right now; for example, Upwork has freelancers specifically advertising Kajabi/Teachable course administration, including uploading lessons, organizing modules, managing student access, email automation, and ongoing LMS support. Upwork Upwork Teachable also maintains its own vetted Teachable Experts directory, which can be useful if you're on Teachable.

What I'd look for

Search using terms like:

• Kajabi Virtual Assistant
• Teachable Virtual Assistant
• LMS Virtual Assistant
• Online Course Manager
• Course Operations Assistant
• Course Launch VA
• Kajabi Course Manager
• Teachable Course Administrator
• Online Course Operations Specialist

I'd actually favor “course operations” or “LMS specialist” over simply “VA.” You want someone who understands the technology and the student journey, not just someone who can do administrative tasks.

Their responsibilities might include

• Uploading and organizing videos, PDFs, worksheets, quizzes, and lessons
• Building/maintaining modules and drip schedules
• Creating offers, pricing, coupons, and student access
• Managing student enrollments and access problems
• Updating sales pages and checkout pages
• Setting up and troubleshooting email sequences
• Managing automations and integrations
• Testing the student purchase/onboarding experience
• Handling routine student support
• Maintaining the course backend after launch
• Documenting processes so someone else can take over if necessary

Teachable's current admin tools, for example, cover course management, users, emails, settings, integrations, and automation—so these are exactly the kinds of skills I'd want a candidate to demonstrate.

Where I'd hire

1. Upwork — probably the easiest place to start

You can search specifically for Teachable/Kajabi specialists rather than sorting through thousands of general VAs. Upwork currently has dedicated Teachable specialists and even shows Kajabi/Teachable experience among candidates.

I'd post a job rather than simply buying a VA service. That lets you describe your exact backend and ongoing responsibilities and see who responds.

2. Teachable's own Expert directory

This is particularly attractive if you're already on Teachable because Teachable says the listed experts are vetted and have experience with the platform. Some offer technical support and ongoing business/course assistance.

3. Referrals from other course creators

This can be even better than a marketplace. Ask people who run courses:

“Who handles your Kajabi/Teachable backend?” The ideal candidate may already be working 10–20 hours/week for several course creators and have a deep understanding of the platform.

How I'd screen them

I'd give candidates a small paid test project rather than relying on interviews.

For example:

“Here's a 10-minute screen recording of me explaining how I'd like this module structured. Please set it up in my course platform, upload these three sample files, configure the lesson settings, and tell me what questions you have.” Then evaluate:

• Did they follow instructions exactly?
• Did they notice things you didn't tell them?
• Is the backend organized logically?
• Did they ask intelligent questions?
• Can they troubleshoot rather than just follow instructions?
• Do they understand what the student sees?
• Did they document what they changed?

That test will tell you much more than a resume.

A particularly important distinction

I'd separate candidates into two categories:

“I can build your course.”

versus

“I can run your course backend.”

If your course is already built and you need someone to keep the machinery running, you probably want the second.

You might ultimately want someone who can become your Course Operations Manager rather than a traditional VA. That person could eventually own the entire backend and give you a weekly report: enrollments, student issues, failed payments, automations, content updates, upcoming launches, etc.

A job post I'd use

You could post something along these lines:

I'd start with 3–5 candidates, give each the same small paid test, and then hire one for 5–10 hours/week initially. If they prove reliable, you can expand their responsibilities rather than committing to a large retainer immediately.

If you tell me which platform you're using (Kajabi, Teachable, etc.), roughly how many students you have, and what you want the VA to take off your plate, I can also help you define the exact role and find a shortlist of suitable candidates/services currently available.

“Here's a 10-minute screen recording of me explaining how I'd like this module structured. Please set it up in my course platform, upload these three sample files, configure the lesson settings, and tell me what questions you have.” Then evaluate:

• Did they follow instructions exactly?
• Did they notice things you didn't tell them?
• Is the backend organized logically?
• Did they ask intelligent questions?
• Can they troubleshoot rather than just follow instructions?
• Do they understand what the student sees?
• Did they document what they changed?

That test will tell you much more than a resume.

A particularly important distinction

I'd separate candidates into two categories:

“I can build your course.”

versus

“I can run your course backend.”

If your course is already built and you need someone to keep the machinery running, you probably want the second.

You might ultimately want someone who can become your Course Operations Manager rather than a traditional VA. That person could eventually own the entire backend and give you a weekly report: enrollments, student issues, failed payments, automations, content updates, upcoming launches, etc.

A job post I'd use

You could post something along these lines:

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Finding a virtual assistant (VA) who truly understands the mechanics of course platforms like Kajabi or Teachable requires looking in specific niche communities and asking the right technical questions. Back-end course management isn't just basic admin work—it involves understanding integrations, payment gateways, automated email sequences, and student management.

Here is a step-by-step guide to finding and vetting the right specialist:

1. Where to Look for Platform Specialists

• Freelance Marketplaces: Use platforms like Upwork to search directly for specialized freelancers by typing keywords like "Kajabi Specialist on Upwork " or "Teachable tech VA." You can filter candidates by their Job Success Score and verifiable platform history.
• Official Platform Directories & Communities:
  • Check out the official Kajabi Creator Community or Facebook groups dedicated to course creators. Many certified or experienced VAs hang out there looking for clients.
  • Search Facebook communities specifically for online business managers (OBMs) and course launch VAs.
• Virtual Assistant Agencies: If you prefer a vetted match rather than hiring a freelancer independently, boutique agencies that specialize in digital marketing and course launches (such as MyVirtualTalent ) can pair you with a pre-trained professional.

2. Define the Scope Before You Post

Clearly outline what "back-end management" means for your specific business. Distinguish between standard admin tasks and platform-specific competencies:

• Course Architecture: Uploading video modules, setting up drip content, creating quizzes, and issuing completion certificates.
• Sales Funnels & Checkouts: Integrating Stripe/PayPal, building checkout pages, and managing order bumps or upsells.
• Automations & Email Marketing: Connecting Kajabi/Teachable email sequences or integrating with external tools like ActiveCampaign or ConvertKit.
• Student Support: Troubleshooting student login issues, handling password resets, and managing refund requests.

3. Key Interview Questions to Ask

When interviewing candidates, don’t just ask if they know the platform—make them prove their working knowledge:

• "Can you walk me through how you set up an automated email sequence for a student who abandons their cart on Kajabi/Teachable?"
• "How do you handle a student who accidentally purchased the wrong tier or needs their login transferred?"
• "What experience do you have connecting third-party tools (like Zapier, Stripe, or a CRM) to the course platform?"
• "Can you share an example of a course build or launch you managed from the back end?"

If you'd like, let me know:

• Are you primarily using Kajabi, Teachable, or another platform?
• Do you need help with one-off setup or ongoing student support and maintenance?

I can give you a tailored job description template to post on job boards or freelancer sites.

To find a virtual assistant who can run the backend of an online course, you’ll want to search for a course operations VA, Kajabi specialist, LMS manager, or online course manager rather than a general VA. The right person should understand both the platform and the business workflows behind it.

Where to look

• Platform-specific expert directories

• If you use Kajabi, look for people in the sagedoer.com.

• If you use Teachable, check the sagedoer.com.

• Freelance marketplaces

• parse.gl is useful because you can filter by past projects, reviews, and hourly history.

• fiverr.com can work well for smaller setup projects (course uploads, landing pages, basic fixes), though ongoing operations may require a deeper specialist.

• Course creator communities

• Ask other course creators who handles their backend.

• Look in communities focused on Kajabi, Teachable, coaching businesses, memberships, and digital products. Referrals often surface people who already understand course workflows.

Search using these job titles

Try searches like:

• “Kajabi Virtual Assistant”
• “Kajabi Specialist”
• “Teachable Expert”
• “Online Course Manager”
• “Course Operations Manager”
• “LMS Virtual Assistant”
• “Digital Product Operations VA”
• “Membership Site Manager”
• “Course Launch Manager”

Skills to screen for

A strong candidate should be able to handle tasks such as:

• Uploading and organizing lessons, videos, PDFs, and downloads
• Creating products, offers, bundles, and student access rules
• Managing student enrollment and support requests
• Setting up email sequences and automations
• Building or updating landing pages
• Troubleshooting checkout/payment issues
• Managing integrations (Zapier/Make, Stripe, email platforms, Zoom, etc.)
• Supporting course launches and evergreen funnels
• Maintaining documentation and standard operating procedures

Parse Sagedoer## Questions to ask before hiring

Ask candidates:

1. “Show me a Kajabi/Teachable course you’ve managed.”
2. “What parts of the backend did you personally handle?”
3. “Have you built email automations and student onboarding workflows?”
4. “How would you troubleshoot a student who paid but cannot access the course?”
5. “Can you create SOPs so someone else could take over your work?”

A good hiring approach

Start with a paid trial project, such as:

• Clean up one course module
• Upload a few lessons
• Build one automation
• Audit student onboarding
• Document the workflow

This reveals whether they can actually operate the system, not just navigate the platform.

For ongoing help, I’d look for someone closer to a Course Operations Manager than a traditional VA. That person can usually own the systems, keep launches organized, and reduce the amount of day-to-day oversight you need.

Yes. The key is to search for a “course operations” or “technical VA,” not a generic virtual assistant. Someone who knows Kajabi/Teachable can handle the backend without you having to teach them the platform from scratch.

Where I’d look

1. Platform-specific specialists

   • For Kajabi, start with Kajabi Experts. Kajabi has a large ecosystem of experts, and specialists can handle implementation, automation, funnels, and ongoing technical work.
   • There are also independent Kajabi specialists offering technical support, course assistance, integrations, and virtual assistance.
   • If you're using Teachable, look for people who specifically advertise Teachable administration and course operations. Teachable's current admin includes course management, enrollment-related functions, and other backend tools.

2. This is probably the easiest place to compare several candidates. Search for:

   • Kajabi Virtual Assistant
   • Kajabi Specialist
   • Teachable Specialist
   • Online Course Manager
   • Course Operations Manager
   • Technical VA Kajabi
   • Membership Site Manager
   • Course Launch Manager

   There are currently freelancers advertising end-to-end Kajabi/course implementation, including course uploads, funnels, automations, memberships, integrations and launch support.

3. Referrals from other course creators

   This can actually be the best route. Ask other coaches, consultants, authors, or course creators: “Who handles your Kajabi/Teachable backend?” You're looking for someone who already understands the workflows of a course business.

What I'd have them do

Rather than saying “I need a VA,” define the job around outcomes:

Course backend

• Upload/manage videos, PDFs, quizzes and lessons
• Organize modules and products
• Update course content
• Manage student enrollment/access
• Handle coupons/offers
• Test the student experience

Automations

• Email sequences
• Welcome/onboarding workflows
• Purchase → enrollment automations
• Tags/segments
• Integrations with email, payment and other systems

Ongoing operations

• Troubleshoot student access problems
• Monitor automations
• Make routine course changes
• QA new lessons and launches
• Maintain SOPs/documentation
• Provide a weekly backend status report

This distinction matters because Teachable and Kajabi can involve fairly technical integrations and automation, rather than simply uploading course videos. Teachable, for example, currently provides API and webhook functionality for automating things such as enrollment workflows.

How I'd screen candidates

I'd give each finalist a small paid test project rather than relying on an interview.

For example:

“I have a 5-module course. Please demonstrate how you would upload and organize one module, set up a student welcome automation, test the student experience, and document what you did.”

Then ask:

• How many Kajabi/Teachable clients have you supported?
• What exactly did you personally manage?
• Can you show examples of course backends you've worked on?
• Have you built automations, not just uploaded content?
• Can you troubleshoot integrations?
• Are you comfortable following SOPs and creating them?
• What happens when something breaks and I'm unavailable?
• Do you work hourly or on a monthly retainer?

Most important: ask them to explain what they actually did for previous clients. “I'm a Kajabi expert” can mean anything from uploading videos to building an entire automated sales funnel.

A good job title

I'd post it as:

Kajabi/Teachable Course Operations Manager — Part-Time Technical VA

rather than simply “Virtual Assistant.”

That should attract someone who sees the role as owning the backend of your course business, rather than someone whose main skills are scheduling, inbox management and general admin.

If you tell me which platform you're using, roughly how many students/courses you have, and what you want the person to take off your plate, I can also help you identify the right type of specialist and what a reasonable hiring budget would be.

Finding a virtual assistant (VA) who knows the ins and outs of course platforms like Kajabi or Teachable requires looking in the right online communities and asking specific screening questions. Because back-end course management involves email marketing integrations, checkout setups, drip content schedules, and membership permissions, you need someone with technical fluency, not just general admin skills.

Here is a step-by-step guide to finding and hiring the right course-management VA:

1. Targeted Job Boards and Communities
   • Online Business Manager (OBM) and VA Groups : Search on Facebook for specialized groups like Virtual Assistant Savvies, Kajabi Expert & User Group , or Teachable Community . Members often post exact platform specialties.
   • Freelance Marketplaces : Use platforms like Upwork or Fiverr Pro to search using precise keyword strings like "Kajabi certified expert," "Teachable back-end setup," or "course launch tech VA."
   • Niche Directories : Check out vetted networks like Belay or Time Etc which pre-screen VAs for administrative and technical proficiencies.
2. Crafting Your Job Description
   • List the Exact Tools : Don't just say "learning management system." Name your exact stack (e.g., Kajabi, ActiveCampaign, Stripe, Zapier, Canva).
   • Define Specific Daily/Weekly Tasks : Specify whether you need them to migrate course content, troubleshoot failed student payments, set up automation sequences, or manage student support tickets.
   • Include a "Hidden" Instruction : Add a small instruction in the middle of the post (e.g., "Start your proposal with your favorite shortcut key") to filter out VAs who don't read instructions carefully.
3. Key Screening and Interview Questions
   • Ask them to walk you through how they handle a student who accidentally purchased the wrong tier or needs a refund/transfer on Kajabi/Teachable.
   • Inquire about their experience with third-party integrations, specifically asking: "How do you use Zapier to connect a course purchase to an email marketing tag?"
   • Ask for a portfolio or a Loom video walkthrough of a site or funnel they have personally built or managed inside your preferred platform.
4. Running a Paid Test Project
   • Never hire straight into a retainer. Give the top 2 candidates a small, paid micro-task.
   • Example test: Create a mock dummy offer/checkout page in your sandbox account, attach a simple automation tag, and test the checkout flow. This reveals their attention to detail and actual platform familiarity instantly.

If you'd like, let me know:

• Which specific platform (Kajabi or Teachable) you are using
• Whether you need help drafting the job post or writing out the test project prompt

I can help you build those materials right now.

Finding the right virtual assistant (VA) for the backend of an online course is less about finding a general VA and more about finding a course operations specialist, LMS administrator, or Kajabi/Teachable specialist. These people typically handle things like course uploads, student access, automations, email sequences, integrations, and launch support.

Here are some effective ways to find one:

1. Search using the right keywords

Instead of searching “virtual assistant,” try:

• “Kajabi VA”
• “Teachable virtual assistant”
• “online course manager”
• “LMS administrator”
• “course operations assistant”
• “Kajabi automation specialist”
• “digital product VA”
• “online course launch assistant”

Freelancers often advertise specifically around Kajabi, Teachable, Thinkific, and related platforms.

2. Look on freelancer marketplaces

Good places to search:

• Upwork — Search “Kajabi,” “Teachable,” “LMS,” or “course management.” Look for profiles with platform-specific examples.
• Fiverr — Useful for finding specialists for defined tasks like course setup, uploads, funnels, or automations.

3. Consider specialized course-management services

If you want someone who can take ownership rather than just complete tasks, some companies provide managed course operations support, including LMS updates, student access, email support, and troubleshooting.

4. Know what to ask for in the job description

A strong candidate should be able to do some combination of:

Course platform

• Upload and organize lessons
• Build modules and categories
• Set up drip schedules
• Manage student enrollments
• Troubleshoot access issues

Marketing systems

• Create email sequences
• Update landing pages
• Manage checkout flows
• Connect tools through Zapier or similar automation platforms

Student experience

• Handle onboarding emails
• Maintain FAQs/help docs
• Monitor community questions
• Track completion issues

5. Ask these screening questions

Before hiring, ask:

1. “What Kajabi/Teachable projects have you managed?”
2. “Can you show examples of courses you’ve built or maintained?”
3. “Have you set up automations and email sequences?”
4. “Have you handled student support and access problems?”
5. “What would you check during a course launch?”
6. “What tools besides Kajabi/Teachable do you know (ConvertKit, ActiveCampaign, Zapier, Canva, Vimeo, etc.)?”

6. Start with a paid test project

Rather than hiring immediately for ongoing work, give them a small assignment:

• Upload one module
• Create one email automation
• Fix a student access workflow
• Organize your course dashboard

You’ll quickly see whether they understand both the technology and the student experience.

7. Decide whether you need a VA or a course manager

A VA is usually best for:

• Uploading content
• Updating pages
• Routine admin

A course manager/operations specialist is better if you need:

• Launch coordination
• Funnel troubleshooting
• Analytics
• Automation strategy
• Ownership of the whole backend

For an established course business, I’d usually search for a “Kajabi/Teachable course operations manager” rather than a general VA. That tends to attract people who understand the entire system rather than just individual tasks.

I can also help you create a job post that attracts the right kind of Kajabi/Teachable specialist if you’re planning to hire one.

Finding a specialized virtual assistant (VA) for a course platform like Kajabi or Teachable requires looking in the right ecosystems where tech-savvy course creators and certified experts hang out.

Here is a step-by-step guide to finding and hiring the right back-end course specialist:

1. Explore official platform directories

• Kajabi Experts Marketplace: Browse vetted professionals who specialize specifically in Kajabi migrations, funnel building, and site maintenance through the Kajabi Expert Marketplace.
• Teachable directories / community boards: While Teachable doesn't have a rigid official directory, you can find certified experts or post jobs in dedicated Facebook groups and educator communities centered around the platform.

1. Search freelance marketplaces with precise keywords

• Upwork: Search for terms like "Kajabi VA," "Teachable back-end specialist," or "online course manager." Filter candidates by Job Success Score (aim for 90% or higher) and total hours billed on course platform projects.
• Fiverr Pro: Search for specialized course setup gigs where professionals showcase verified portfolios of past Kajabi or Teachable school builds.

1. Target niche VA networks and agencies

• Pink Link / Delegated / BELAY: These virtual assistant placement agencies often vet candidates for tech stacks, including course platforms, email marketing integration (like ActiveCampaign or ConvertKit), and checkout software (like Stripe or PayPal).
• Online business manager (OBM) networks: If you need someone who doesn't just push buttons, but actively strategizes your student onboarding and launch operations, look for certified OBMs who list Kajabi/Teachable as core competencies.

1. Leverage social media and creator communities

• Facebook Groups: Join groups like "Virtual Assistant Savvies," "Kajabi Official," or "Teachable Community." Post a clearly defined job description outlining your tech stack.
• LinkedIn: Search for "Freelance Kajabi Virtual Assistant" or "Course Operations Manager" and filter by service providers open to contract work.

1. Test their technical proficiency during the interview

• Ask scenario-based questions: Ask how they handle a student who didn't receive their login credentials, or how they map a new offer in Kajabi to the correct product and email sequence.
• Give a paid micro-test: Have them perform a small, low-risk administrative task—such as setting up a dummy landing page, adjusting an offer price, or formatting a lesson module—to verify their familiarity with the platform's UI.

If you'd like, let me know:

• Your specific platform (Kajabi vs. Teachable)
• Whether you need launch support or just maintenance
• Your budget or hourly rate expectation

I can help you write a targeted job description to post on these platforms.

Finding a specialized virtual assistant (VA) for online course platforms like Kajabi or Teachable requires targeting platforms and networks where tech-savvy digital marketers and course operations experts hang out.

• Freelance Marketplaces (Upwork & Fiverr) : Search for specific keywords like Kajabi expert, Teachable VA, or course launch manager. Use filters to look for high job-success scores and verified earnings.
• Specialized VA Agencies & Matchmakers : Companies like Belay, Time Etc , or Virtalent vet candidates for you and can match you with someone who has specific technical experience in course hosting platforms.
• Facebook Groups for Online Business Managers (OBMs) and VAs : Communities such as Virtual Assistant Savvies, Kajabi Expert & User Group , or Online Business Manager (OBM) Lounge are great places to post a detailed job description.
• LinkedIn : Search for freelance professionals with titles like "Kajabi Specialist" or "Course Operations Manager" and filter by service providers or open-to-work profiles.
• Networking & Communities : Look inside high-end mastermind groups or creator communities (like SPI/Pat Flynn's community or comparable course-creator hubs) where alumni often pivot to offering tech support for others.

If you'd like, I can help you write a targeted job description or list the top technical skills you should screen for during the interview process.

Yes. The key is not to search for a generic “virtual assistant.” You want someone closer to a Course Operations VA / LMS VA / Digital Course Manager who already knows Kajabi or Teachable.

1. Define the role by the work you need done

A good candidate might handle:

• Uploading and organizing lessons, videos, PDFs, downloads, and replays
• Creating/updating modules and course products
• Setting up offers, coupons, memberships, and student access
• Loading and scheduling emails
• Building or editing basic landing pages
• Setting up tags, automations, forms, and pipelines
• Testing checkout, links, emails, and student access
• Onboarding students and handling routine student-support issues
• Managing launches, webinars, challenges, and replays
• Keeping your course backend organized
• Documenting recurring processes in SOPs/checklists

Current Kajabi-focused VA postings are very similar: they commonly ask for hands-on experience with products/offers, pipelines, email sequences, tagging, landing pages, forms, automations, and troubleshooting.

2. Search in the right places

Best options I'd use:

• Teachable Experts — Teachable maintains a vetted directory of third-party experts, including people who specialize in technical support, course implementation, and related services.
• Upwork — Probably the best place if you want a part-time, ongoing VA rather than a one-time course build. There are currently listings specifically for Kajabi course-management VAs and operations VAs.
• Kajabi's own guidance recommends first defining the tasks, hours, schedule, and specific skills you need before hiring a VA.

I'd search using phrases such as:

“Kajabi virtual assistant”
“Kajabi course operations VA”
“Kajabi course manager”
“online course operations assistant”
“LMS virtual assistant”
“Teachable virtual assistant”
“digital course operations manager”

Avoid searching just “virtual assistant.” You'll get a huge pool of people who may be excellent at calendars, email, and data entry but have never touched an LMS.

3. Look for hands-on platform experience

I'd make this a requirement:

“You must have personally managed the backend of at least one live Kajabi or Teachable course.”

Then ask them:

“Walk me through exactly what you have done inside Kajabi/Teachable.”

A strong answer should sound like:

“I've uploaded courses, created offers, configured automations, scheduled email sequences, tested checkout, managed tags, handled student access, and QA'd pages and links.”

A weak answer is:

“I'm familiar with Kajabi and a quick learner.”

There's a meaningful difference.

4. Give finalists a small paid test

This is probably the single best hiring filter.

Give them a 60–90 minute paid assignment such as:

“Here is a sample course module, three PDFs, two videos, and an email. Show me how you would organize and upload these into Kajabi, create the appropriate student access, schedule the email, and QA the experience.”

You're looking for:

• Attention to detail
• Ability to follow instructions
• Comfort navigating the platform
• Understanding of the student experience
• Ability to identify problems without being told
• Clear communication

One current Kajabi operations posting uses essentially this approach: shortlisted candidates complete a paid 1–2 hour trial to assess quality, communication, and attention to detail.

5. Don't necessarily hire a “course creator”

This distinction is important.

If you already have the curriculum and content, you probably don't need an instructional designer or someone to “create your course.”

You need someone who is essentially your behind-the-scenes course operations person.

I'd describe the position as:

Online Course Operations VA — Kajabi/Teachable

rather than:

Virtual Assistant

That will dramatically improve the applicants you attract.

6. Start small

I'd initially hire for perhaps 5–10 hours/week or a defined project, rather than committing immediately to a large monthly retainer.

If they prove that they can reliably take things off your plate, expand the role.

Eventually, the ideal person becomes the person you can say:

“Here's the new course content. Here's the launch date. Make the backend happen.”

—and you don't have to explain every click.

What I would look for in the ideal person

Must have

• 1–3+ years VA/operations experience
• Actual Kajabi or Teachable experience
• Excellent attention to detail
• Comfortable with email marketing/automations
• Comfortable troubleshooting
• Strong written communication
• Reliable and proactive

Nice to have

• Zapier/Make
• Canva
• ConvertKit/ActiveCampaign
• Stripe
• Zoom
• WordPress
• Google Workspace
• Notion/ClickUp/Asana
• Basic funnel/landing-page knowledge

There are already freelancers advertising essentially this combination of Kajabi/Teachable setup, funnels, email automation, student onboarding, and admin support.

One other thought: if you tell me what you want this person to take over (e.g., uploading content, student support, email sequences, launches, tech troubleshooting, etc.), I can help you define the exact role and give you a very specific hiring profile + interview questions + paid test so you don't end up hiring a generic VA who can't actually run the backend.