Wellness Studio Operations & CRM Assistant (Virtual)

Please read this job description in its entirety. Instructions for applying for this position are at the bottom of the ad. You must follow these instructions completely to be considered for an opportunity to interview for this position.

Wellness Studio Operations & CRM Assistant (Virtual)
This role supports the operational and administrative systems of a franchise wellness
and beauty studio. The primary responsibility is maintaining clean, accurate data across
all systems and ensuring that leads, communications, and internal workflows are
properly organized, routed, and tracked.
This is a systems-focused support role, not a sales, clinical, or strategy position.
Success in this role requires exceptional attention to detail, strong written
communication skills, and comfort working across multiple platforms including
Mindbody, Google Workspace, ---------- , Excel, and Apple iCloud. Discretion and
professionalism are essential, as many of our clients value privacy as much as their
wellness experience.
This position will begin at 5–20 hours per week, and will grow into a
full-time role for the right candidate. We value reliability, structure, and long-term
collaboration, and we promote high performers within the company.
Starting rate: $5–8/hour USD, depending on experience.

Core Responsibilities
-Maintain CRM data hygiene within Mindbody, including contact cleanup,
deduplication, tagging, and accuracy
-Review all incoming leads, ensure completeness, and route them to the
appropriate internal owner
-Track lead status and follow-up activity to ensure no inquiries are missed
-Manage and maintain internal task boards in ---------- , including task
creation, assignment, and status updates
-Organize and maintain folder structures across Google Drive and Apple iCloud
-Ensure consistent naming conventions, version control, and archiving of documents
-Support inbox organization and internal communication routing using Google
Workspace
-Perform data entry and maintain trackers in Excel and Google Sheets
-Prepare basic weekly operational and CRM summary reports
-Document existing processes and create SOPs based on guidance provided by
leadership; maintain SOP organization, version control, and updates as
processes evolve

Required Skills
-Mindbody software suite
-CRM data management and hygiene
-Advanced Google Workspace proficiency (Gmail, Drive, Docs, Sheets)
-Strong written English communication
-High attention to detail and organizational discipline

What We’re Looking For
-Calm, professional, and detail-oriented communication style
-Highly organized, self-motivated, and reliable
-Proactive and solution-focused mindset
-Ability to follow systems and processes accurately
-Comfortable enforcing structure and consistency
-Ethical, discreet, and trustworthy; confidentiality is essential
-Open to feedback and continuous improvement

Minimum Requirements:
-Minimum of 4 years of experience as an Executive Assistant or Virtual Assistant
-Minimum of 2 years of experience in marketing skills mentioned above
-Fluent in English with excellent written and verbal communication skills
-Comfortable working EST hours (hours between 9:30am-12pm during training)
-Ability to use systems and processes correctly
-Computer & reliable internet

Bonus Skills:
-Attentive SMS/email experience; ability to analyze marketing campaigns and determine success/ROI
-Manage and create marketing campaigns utilizing the MindBody software
-Experience with AI tools (e.g., ChatGPT, automation platforms)
-Knowledge of the beauty or wellness industries

If you have proven abilities in the above related skills we would like to discuss this opportunity with you further. To be considered for interview you must do the following:
#1. Please tell us how the pursuit of wellness via selfcare experiences inspire you.
#2. Describe why you are the ideal candidate for this position, particularly as it relates to being the executive assistant to a couple who are successful entrepreneurs with several businesses.
#3. Send your resume and provide your email address.
#4. Begin your response with today’s date. (Applications missing this detail will not be considered.)
If selected, we will schedule you for a video interview. We are an equal opportunity employer. We thank all applicants for submitting their resume for consideration, however, only those applicants selected for an interview will be contacted.