Remote Studio & Administrative Assistant

Company Overview

A boutique yoga and Pilates studio dedicated to helping its community move, breathe and feel their best. The studio runs around 250 classes a week, plus workshops, events and corporate classes taught at partner locations. It prides itself on a warm, personal client experience, from the first inquiry to long-term membership. The team includes studio management, a Sales Manager, graphic designers and an outside bookkeeping partner.

Role Overview

The client is looking for an organized, dependable Remote Studio & Administrative Assistant to be the engine behind the scenes. You'll manage the inbox, keep records accurate, handle invoicing, support the Sales Manager, and take on light marketing so the team can focus on members and growth. This is a long-term role, not a short-term gig. The right person is a self-starter with a marketing and sales mindset, communicates warmly and confidently in English (including in team meetings), and takes ownership without needing to be micromanaged. The role starts admin-focused, and hours and responsibilities can grow as the studio grows.

Key Responsibilities

Administrative & Operations Support (primary focus)

• Manage the studio info inbox: sort, prioritize, respond to and flag messages. Monitor the Messenger AI platform.

• Process bookings, packages, memberships and payments in Mindbody, and manage class schedules, waitlists and schedule changes.

• Enable and manage Zoom classes.

• Handle monthly corporate invoicing in QuickBooks for classes taught at partner locations (about one day a month).

• Keep client data, records and spreadsheets accurate and up to date, with organized files across all systems.

• Handle general data entry and research projects as assigned.

Client Communication & Service

• Respond promptly and warmly to client and prospective-client inquiries by email and text.

• Answer common questions about class schedules, pricing, memberships and promotions, keeping every touchpoint professional and on-brand.

Sales & Membership Support

• Support the Sales Manager by keeping lead and client records current, logging inquiries and tracking follow-ups so no lead slips through the cracks.

• Run reports and send targeted emails, e.g. letting morning-class regulars know a new Wednesday morning class has been added.

• Do proactive outreach during sales cycles and drip campaigns through LoyalSnap, as directed by the Sales Manager.

• Handle admin follow-up (booking intro classes, sending confirmations, updating records) and prepare the information the Sales Manager needs for calls.

• Write member-retention outreach to current members.

Light Marketing & Social Media

• Post the daily class schedule using existing Canva templates and tag teachers to promote their classes.

• Promote workshops and events on Mindbody and social media, send follow-up emails, and check each event is staffed.

• Run giveaways and weekly testimonial posts on Instagram and Facebook, placing strong reviews into ready-made templates.

• Schedule and send member communications, reminders and promotions, and support email and retention campaigns.

• Once settled in, help grow new programs through marketing and sales.

Skills & Tools

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

• Fluent, professional English, written and spoken, for U.S.-based clients. Confident and engaged on calls and in meetings.

• Highly organized, detail-oriented and reliable, with strong follow-through.

• Self-starter who works independently, manages time well, and asks questions when unsure.

• A good eye for design when working in brand templates.

• Tools: Mindbody, LoyalSnap, FitGrid, Attentive, Slack, Google Workspace, Canva, Instagram, Facebook, Zoom, QuickBooks (invoicing only), and Claude AI (training provided).

• Nice to have: Mindbody or a similar platform (ClubReady, Momence); boutique fitness, wellness, yoga or Pilates background; light bookkeeping or data management; a genuine interest in health and wellness.

• Reliable high-speed internet, backup power, and a quiet, professional workspace.

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