Administrative & Operations Assistant - 12867
Somewhere
Date: 3 weeks ago
Contract type: Full time
Remote
Job Title: Studio Operations & Admin Coordinator
Location: Remote (Must be available during CET working hours)
Type: Part-time or Full-time (Flexible depending on candidate)
Start Date: ASAP
About The Role
We are a boutique reformer Pilates studio with a strong brand and growing international presence. Our mission is to provide exceptional studio experiences while cultivating a warm, tight-knit community. We're looking for an experienced, detail-oriented individual who can take ownership of daily operations and support the team behind the scenes.
If you're proactive, highly organized, and thrive in a support role that combines customer care, admin, and light finance, this could be the perfect fit.
Key Responsibilities
Please send your resume and a brief note about why you’re a great fit for this role to [insert email or link]. Bonus: include a sample of a client message you’ve written or describe a time you independently solved a problem at work.
Location: Remote (Must be available during CET working hours)
Type: Part-time or Full-time (Flexible depending on candidate)
Start Date: ASAP
About The Role
We are a boutique reformer Pilates studio with a strong brand and growing international presence. Our mission is to provide exceptional studio experiences while cultivating a warm, tight-knit community. We're looking for an experienced, detail-oriented individual who can take ownership of daily operations and support the team behind the scenes.
If you're proactive, highly organized, and thrive in a support role that combines customer care, admin, and light finance, this could be the perfect fit.
Key Responsibilities
- Customer Communications
- Respond to client inquiries via email, social media, and app support using brand-aligned templates.
- Maintain timely, warm, and professional communication—without needing day-to-day supervision.
- Bookkeeping & Accounting
- Track and categorize all business expenses using a shared Google Sheet or accounting tool.
- Prepare basic monthly financial summaries.
- Organize receipts and support inventory tracking and monthly supply orders.
- Instructor & Class Calendar Management
- Maintain and update instructor schedules using Google Calendar, Wix, or studio management software.
- Confirm class coverage, send reminders, and manage substitutions for instructor absences.
- Newsletter & Content Coordination
- Draft monthly newsletters using Wix, based on past examples.
- Update small website text/content as needed.
- Conduct outreach to nearby offices for corporate discount promotions.
- Payroll Calculations
- Calculate monthly payroll for instructors based on classes taught.
- Provide summaries to leadership/accounting for final approval and payment.
- Familiarity with CRM platforms or automated client communication tools
- Loyalty/referral program tracking
- Simple slide creation for internal or external use
- Influencer or press outreach using prebuilt templates
- Social media support (posting, scheduling, or DM responses)
- Prior experience in a similar role (especially in wellness, fitness, hospitality, or client-facing environments)
- Exceptional written English communication
- High attention to detail and strong organizational skills
- Self-driven, reliable, and capable of independent work
- Availability during Central European business hours (9am-6pm CET), with flexibility for occasional urgent evening/weekend tasks
- Proficiency with tools like Google Sheets, Gmail, Slack, Wix, and studio scheduling software
Please send your resume and a brief note about why you’re a great fit for this role to [insert email or link]. Bonus: include a sample of a client message you’ve written or describe a time you independently solved a problem at work.
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