Executive Assistant - Wellness

Assistant to Head Coach / Founder

Position: Assistant to Head Coach / Founder
Employment Type: Full-Time
Industry: Health, Wellness & Performance

Position Overview

We are seeking a highly motivated, proactive, and people-oriented individual to work directly alongside the Head Coach and Founder of our growing wellness facility.

This is not a traditional administrative assistant position. The role combines client interaction, day-to-day operational support, executive assistance, and business development support. The right person will become an extension of the Founder—anticipating needs, helping clients have an exceptional experience, keeping priorities moving, and identifying ways to improve and grow the business.

We are looking for someone who does not simply wait to be given a task. The ideal candidate sees what needs to happen, takes ownership, and follows through.

Key ResponsibilitiesClient Experience & Support

• Serve as a welcoming and professional point of contact for clients.
• Build strong relationships with clients and help create an exceptional experience throughout their time with the facility.
• Assist with client onboarding, scheduling, follow-ups, and ongoing communication.
• Help ensure client questions and needs are addressed quickly and professionally.
• Proactively identify opportunities to improve client satisfaction, engagement, and retention.
• Maintain appropriate discretion and confidentiality regarding client information.

Head Coach / Founder Support

• Work closely with the Founder to manage daily priorities and activities.
• Anticipate upcoming needs and help the Founder stay organized and focused on the highest-value activities.
• Coordinate scheduling, meetings, client follow-ups, and other commitments.
• Take ownership of tasks and projects that allow the Founder to spend more time coaching clients, developing relationships, and growing the business.
• Follow up on commitments and ensure important items do not fall through the cracks.
• Assist with special projects and new initiatives as the business grows.

Business Growth

• Support lead follow-up and prospective client communication.
• Help maintain relationships with current clients, referral partners, and community organizations.
• Identify opportunities to improve client retention, referrals, and membership growth.
• Assist with events, partnerships, community outreach, and other growth initiatives.
• Help develop and improve processes as the business expands.
• Bring forward ideas rather than simply executing existing processes.

Facility & Daily Operations

• Help ensure the facility operates smoothly and maintains a professional, welcoming environment.
• Coordinate scheduling and daily activities across clients and staff.
• Identify operational issues and take initiative to resolve them.
• Assist with vendors, supplies, events, and other facility needs.
• Develop simple systems and processes that improve organization and efficiency.

What We Are Looking For

The most important characteristic for this position is initiative.

We want someone who naturally thinks:

“What needs to happen next, and how can I make it happen?”

The ideal candidate is:

• Proactive and able to anticipate needs.
• Extremely dependable and accountable.
• Comfortable interacting with clients and building relationships.
• Organized and able to manage multiple priorities.
• A strong communicator, both verbally and in writing.
• Resourceful and capable of solving problems independently.
• Comfortable operating in a growing entrepreneurial business where responsibilities may evolve.
• Positive, professional, and energetic.
• Detail-oriented without losing sight of the bigger picture.
• Interested in health, wellness, fitness, nutrition, or human performance.
• Motivated by helping both people and the business succeed.

Experience

Prior experience in wellness, fitness, healthcare, hospitality, customer service, executive assistance, operations, or a growing small business is helpful but not required.

We care more about judgment, initiative, communication skills, work ethic, and the ability to learn quickly than a specific background.

What Success Looks Like

Within the first 6–12 months, this person should become a trusted extension of the Head Coach / Founder.

Success means:

• Clients know and trust you.
• The Founder is better organized and able to spend more time on high-value activities.
• Important follow…