WFH Pilates Studio Executive Assistant - Mindbody

Overview:

Are you an experienced Mindbody power user who excels at streamlining operations and keeping fitness studio founders organized?

Our client, a thriving two-location Pilates brand in Canberra, Australia, is seeking a proactive Pilates Studio Executive Assistant to serve as the founder’s key operational partner. In this high-impact role, you will take full ownership of studio administration, client membership management, email correspondence, and debt recovery. We require proven, mandatory expertise in Mindbody alongside strong proficiency in Google Workspace and calendar management tools. Beyond daily administration, you will act as a strategic accountability partner to keep leadership focused on expanding the business. If you bring exceptional organization and a deep understanding of boutique fitness operations, we would love to connect with you!

Schedule:

Part-Time, Monday to Friday, Flexible hours within Australian Eastern Time (20 hours per week)

Responsibilities:

Mindbody Studio Administration & Client Communications

• Administer client accounts, class bookings, schedule adjustments, and memberships within Mindbody software across both studio locations
• Manage daily email inbox correspondence, responding promptly and professionally to client inquiries, membership hold requests, and general questions
• Execute daily debt recovery tasks, following up on failed payments and outstanding client account balances to maintain business cash flow
• Maintain complete and accurate client documentation within studio management systems

Founder Support & Executive Accountability

• Serve as a proactive accountability partner to the founder, delivering daily task reminders, calendar updates, and workload tracking
• Handle ad hoc administrative projects, research, and operational assignments as directed by studio leadership
• Work independently to streamline routine administrative workflows, ensuring client communication standards remain consistently high across both studios

Requirements:

• Mindbody Software Mastery: Mandatory, hands-on experience using Mindbody software for studio, gym, or wellness business administration
• Client Communication & Email Management: Exceptional written English skills with a warm, professional tone suitable for client-facing communications
• Administrative Track Record: Proven background in administrative support, virtual assistance, or executive assistant roles
• Proactive Accountability: Ability to work independently, manage routine task lists without constant supervision, and keep executive leadership organized
• Debt Recovery & Client Accounts: Experience following up on failed payments and outstanding client account balances

Technical Stack & Tools:

• Studio Management Software: Mindbody (Mandatory)
• Workspace & Communication: Email (Gmail / Microsoft Outlook), Google Workspace
• Task & Schedule Management: Google Calendar / Acuity / Calendly

Independent Contractor Perks:

• Permanent work from home
• Immediate hiring

Note:

Please click the “Apply” button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we’ll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.