Administrative Assistant (Wellness and Fitness)

zoho • United States • ph • 2d ago

This is a remote position.

Schedule:

Part-time (20 hours per week minimum), transitioning to full-time in March
Monday through Friday, Flexible hours
Eastern Time Zone hours

Job overview:

This is an exciting opportunity to join a wellness-focused business as their first virtual assistant, helping streamline operations while the owner focuses on what they do best - coaching and teaching. You'll be the vital support system that ensures seamless client communications, scheduling, and administrative operations for a business that truly cares about its community. Starting part-time during the quieter season, you'll have the opportunity to grow with the business and transition to full-time as operations scale up during peak season. This role offers the perfect blend of administrative efficiency and personalized customer service in a family-friendly business environment.

Responsibilities:

Manage and coordinate client scheduling, rescheduling, and appointment confirmations through the Lead Connector platform
Process client payments and handle billing inquiries with attention to detail
Provide exceptional customer service through email communications and text messaging
Send monthly reminders, evaluations, and program updates to clients
Proactively identify scheduling gaps and follow up on missing client confirmations
Order supplies and materials as needed, including gifts for children and program certificates
Monitor client engagement patterns and flag potential issues or opportunities for the business owner
Maintain organized client records and ensure smooth communication flow
Support various administrative tasks and documentation as the business grows
Provide personalized, caring communication that resonates with families and mothers

Requirements

Strong customer service background with excellent written communication skills
Experience in wellness, fitness, or child-focused industries is a plus
Experience with scheduling systems and administrative task management
Proficiency with email platforms, messaging systems, and CRM tools (Lead Connector experience preferred)
Exceptional attention to detail and proactive problem-solving abilities
Comfortable working with family-oriented businesses and communicating with parents
Ability to work Eastern Time zone hours with consistent availability
Professional demeanor with a warm, personable communication style
Self-motivated with the ability to work independently while maintaining regular communication with the business owner