Job Title: Administrative Assistant (Full-Time)

Location: Remote (Work from Home) / In Club / Travel

Reports to: CEO / Affiliate Owners

Overview:
We are seeking a highly organized, detail-oriented, and proactive Fitness Club Administrative Assistant to join our team remotely. In this full-time role, you will be responsible for managing all communications with members, prospects, and staff, ensuring smooth administrative operations.. The ideal candidate is tech-savvy, an excellent communicator, and thrives in a fast-paced environment. This position is a hybrid position and allows for Admin Assistant to work remotely and in person from club locations, CEO location, and where needed. Travel may be required as company expands into new markets.

Key Responsibilities:

1. Communication Management:

   • Serve as the primary point of contact for all incoming communications, including phone calls, emails, and social media messages.

   • Respond promptly and professionally to member inquiries, addressing concerns, feedback, and requests via email, phone, or chat.

   • Coordinate communication between fitness trainers, management, and staff to ensure seamless virtual operations.

   • Maintain up-to-date contact lists for members, prospective clients, and vendors.

2. Customer Service:

   • Provide exceptional customer service remotely, creating a positive and welcoming experience for members and prospects.

   • Assist members with membership inquiries, account status, and billing questions via phone, email, or video conferencing.

   • Promote fitness programs, classes, and memberships using email, phone calls, and online communication tools.

3. Scheduling and Appointments:

   • Handle the scheduling of personal training sessions, group fitness classes, and appointments for members and staff using online scheduling software.

   • Confirm and reschedule appointments as necessary, ensuring accurate updates are made to digital records.

4. Administrative Support:

   • Perform administrative duties such as document organization, data entry, and maintenance of virtual filing systems.

   • Assist in preparing reports, presentations, and documents as requested by management.

   • Handle inventory and supply orders, coordinating with on-site staff for delivery and organization.

5. Marketing Support:

   • Assist in the creation and distribution of digital promotional materials, such as newsletters, flyers, and email campaigns.

   • Help manage the fitness club’s social media accounts and digital marketing efforts, ensuring timely and engaging posts that drive interaction.

   • Collect and analyze member feedback via surveys or email to improve services and communication strategies.

6. Event Coordination:

   • Coordinate virtual and in-person events, including fitness challenges, webinars, and promotional activities.

   • Manage event registrations and communication, ensuring clear and timely updates to participants.

7. General Office Operations:

   • Provide general administrative support remotely, including document preparation, email management, and data entry.

   • Maintain virtual office systems and ensure smooth communication between remote teams and on-site staff.

   • Coordinate with on-site staff to ensure smooth day-to-day operations of the fitness center.

Skills & Qualifications:

• Education: High school diploma required. Additional education in business administration, communications, or a related field is a plus.

• Experience: Prior experience in customer service, administrative support, or office management. Experience in the fitness industry is a plus.

• Communication Skills: Excellent verbal and written communication skills, with the ability to communicate clearly and professionally through various online channels (email, chat, video).

• Organizational Skills: Strong organizational skills with the ability to manage multiple tasks and priorities effectively in a remote setting.

• Tech-Savvy: Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint), email platforms, social media management tools, and virtual meeting software (Zoom, Microsoft Teams, etc.).

• Customer-Focused: Ability to provide exceptional customer service remotely and engage with a diverse set of individuals.

• Multitasking Ability: Ability to juggle multiple tasks in a fast-paced remote work environment while maintaining focus and attention to detail.

Working Conditions:

• Full-time remote position (specific working hours may vary).

• Flexibility to work weekends, evenings, and holidays as needed.

• Must have access to a reliable internet connection, a quiet workspace, and the necessary technology to perform job functions.

Physical Requirements:

• Ability to work at a computer for extended periods.

• Ability to manage tasks without the need for in-person supervision or support.

This version of the job description accommodates a remote work setting by focusing on virtual tools, digital communication, and remote administrative tasks. It allows the Fitness Club to manage operations efficiently while offering flexibility to the candidate.