[Hiring] Part-Time Admin/Marketing Virtual Assistant @There is Talent

Role Description

We are looking for a reliable and organized Part-Time Virtual Assistant to support a boutique fitness business (yoga and Pilates) with two locations. The owner operates remotely and needs someone who takes ownership of tasks, gets things done without being micromanaged, and can move fluidly across admin and marketing responsibilities.

This is not a role for someone who needs hand-holding or rigid task separation. The business is lean and fast-moving, so the assistant needs to handle a mixed workload across different business areas, learn the tools in use, and operate with common sense and follow-through.

Key Responsibilities

• Monitor and manage email inbox, flagging and responding to routine communications.
• Follow up with clients on unpaid balances, unsigned contracts, and pending actions.
• Manage contract tracking and coordination, including follow-up for retreats, teacher trainings, and studio programs.
• Track and coordinate giveaway campaigns and promotional outreach (e.g., following up with partner organizations on Instagram or other channels to confirm class pass usage).
• Support client follow-up using studio management software (MindBody, LoyalSnap, FitGrid) once trained.
• Assist the sales director with warm outreach to existing clients, including text and email follow-up sequences.
• Send newsletters and email campaigns to existing client lists using email platforms (MailChimp, ConvertKit, or similar).
• Post content to social media platforms as directed (no content creation or graphic design required).
• Support membership retention outreach, including communicating with auto-renewal members.
• Support scheduling, calendar coordination, and general administrative tasks across multiple business units.
• Help document processes and build SOPs over time.

Qualifications

• Strong English communication skills, written and verbal.
• Organized, detail-oriented, and able to manage multiple tasks across different business areas.
• Comfortable working independently with minimal supervision.
• Takes full ownership of tasks and follows through until completion without needing reminders.
• Tech-savvy and quick to learn new tools and software.
• Experience with email marketing platforms (MailChimp, ConvertKit, or similar) and basic social media coordination.
• Comfortable with client outreach and follow-up across email, text, and social channels.
• Able to handle sensitive client information professionally and discreetly.
• Bilingual English and Spanish preferred.

Nice to Have

• Previous experience supporting boutique fitness, wellness, or service-based businesses.
• Familiarity with MindBody, LoyalSnap, or FitGrid.
• Experience with Airbnb operations or property management support.

What Success Looks Like

• Emails, follow-ups, and client communications are handled consistently and on time.
• Contracts and payments are tracked and nothing falls through the cracks.
• Marketing tasks (newsletters, social posting, membership outreach) are executed reliably without needing to be redone.
• The owner spends less time on repetitive admin and more time on decisions that require her.
• The assistant builds enough context over time to anticipate needs and work proactively across all business areas.