We are looking for a highly organized and proactive Executive Assistant / Admin to support daily operations and help free up the owner to focus on growth.

Position Overview
This role is the operational backbone of the business. You will manage incoming client communication, scheduling, and administrative processes while providing a high level of customer service. You’ll also assist with light sales and basic bookkeeping functions.
This is an ideal role for someone who thrives in a fast-paced, small business environment and enjoys wearing multiple hats.

Key Responsibilities
Customer Communication & Front Desk

• Answer and manage incoming calls, texts, and emails from clients
• Provide information on services, pricing, and scheduling
• Deliver excellent customer service and represent the brand professionally

Scheduling & Operations

• Coordinate training appointments, consultations, and follow-ups
• Manage calendar for owner/trainers
• Handle check-ins/check-outs (if applicable)
• Ensure smooth day-to-day operations

Administrative Support

• Maintain client records and CRM systems
• Organize files, documents, and internal processes
• Assist in improving workflows and efficiency

Light Sales Support

• Follow up with inbound leads
• Assist in converting inquiries into booked sessions
• Upsell additional services where appropriate

Bookkeeping (QuickBooks)

• Enter invoices, payments, and expenses into QuickBooks
• Track basic financial data and ensure records are up to date
• Coordinate with accountant/bookkeeper as needed

Qualifications

• 2+ years of administrative, executive assistant, or office support experience
• Strong communication and customer service skills
• Experience with scheduling and calendar management
• Familiarity with QuickBooks (or similar accounting software)
• Comfortable handling phone-based interactions and light sales
• Highly organized with strong attention to detail
• Ability to multitask and prioritize in a fast-paced environment
• Self-starter who can work independently

Nice to Have

• CRM or scheduling software experience
• Sales or customer conversion experience

What Success Looks Like

• Owner is freed up from daily admin tasks
• Calendar is consistently full and optimized
• Clients receive fast, professional responses
• Operations run smoothly with minimal oversight
• Increased conversion of inbound leads to paying clients