Studio & Administrative Assistant

This is a fully remote position, open to applicants in Philippines, +1 more country.

📋 Description

• Oversee the studio information inbox, which includes organizing, prioritizing, replying to, and flagging messages.

• Supervise the Messenger AI platform.

• Handle bookings, packages, memberships, and payments via Mindbody.

• Manage class schedules, waitlists, and any changes to the schedule.

• Enable and oversee Zoom classes.

• Process monthly corporate invoicing in QuickBooks for partner-location classes.

• Ensure the accuracy of client data, records, spreadsheets, and maintain organized files.

• Conduct data entry and research projects.

• Address inquiries from clients and potential clients via email and text.

• Provide information regarding schedules, pricing, memberships, and promotions.

• Assist the Sales Manager by managing lead and client records, documenting inquiries, and tracking follow-ups.

• Generate reports and distribute targeted emails.

• Engage in proactive outreach during sales cycles and drip campaigns through LoyalSnap.

• Manage administrative follow-up tasks, which include booking introductory classes, sending confirmations, and updating records.

• Prepare materials for Sales Manager calls.

• Draft outreach communications aimed at member retention.

• Publish daily class schedules using Canva templates and tag instructors.

• Promote workshops and events through Mindbody and social media channels.

• Send follow-up emails for events and verify staffing arrangements.

• Organize giveaways and weekly testimonial posts on Instagram and Facebook.

• Schedule and distribute member communications, reminders, and promotions.

• Aid in email and retention campaigns.

• Support the expansion of new programs through marketing and sales once established.

⛳️ Requirements

• A minimum of 3–4 years of experience in administrative support, virtual assistance, customer service, or marketing/sales support.

• Proficient in written and spoken English, suitable for U.S.-based clients.

• Comfortable and engaged during calls and meetings.

• Highly organized, detail-oriented, and dependable, with a strong ability to follow through.

• Self-motivated individual capable of working independently, managing time effectively, and seeking clarification when necessary.

• Possesses a good eye for design when working within brand templates.

• Experience or proficiency with Mindbody, LoyalSnap, FitGrid, Attentive, Slack, Google Workspace, Canva, Instagram, Facebook, Zoom, QuickBooks (invoicing only), and Claude AI; training will be provided for Claude AI.

• Preferred: Familiarity with Mindbody or a similar platform (ClubReady, Momence).

• Preferred: Background in boutique fitness, wellness, yoga, or Pilates.

• Preferred: Experience with light bookkeeping or data management.

• Preferred: Genuine interest in health and wellness.

• Must have reliable high-speed internet, backup power, and a quiet, professional workspace.

🏝️ Benefits

• Fully remote work opportunity.

• $50 birthday bonus.

• $200 testimonial bonus.

• No tracking required.

• Training provided for Claude AI.

• Long-term position with potential for increased hours and responsibilities.