Scheduling and People Assistant

Location: Remote/Hybrid (2 -3 days in London office)Company: LevelOutStarting Salary: £20,000 per year

Hours p/week: 35 Hours per week

Reports to: Head of People & Scheduling

About LevelOut

LevelOut is London’s fastest-growing boutique reformer Pilates brands, with 20 studios launched since January 2023 and ambitious plans to expand across the UK and Europe. We’re on a mission to make world-class reformer Pilates accessible, exciting, and community-driven; blending premium experiences with exceptional results.

We are looking for a highly organised and proactive Scheduling & People Support Intern to help coordinate instructor scheduling and support day-to-day people operations across our studios. This role suits someone who enjoys structure, problem-solving and keeping things running smoothly behind the scenes. You will work closely with the Head of People & Scheduling to ensure classes are covered, records remain accurate and instructors are supported across multiple sites.

Key Responsibilities

Instructor Support

• Acting as the day-to-day point of contact for for instructor scheduling queries
• Supporting the management of instructor schedules across multiple sites
• Monitoring and arranging instructor cover where required
• Communicating instructor substitutions to customers clearly and promptly
• Reviewing instructor teaching frequency and maintaining accurate staff records across internal systems
• Tracking instructor liability insurance and ensuring compliance records remain up to date
• Updating and Tracking Instructor Bonuses where required
• Supporting onboarding administration for new instructors
• Assisting in coordinating instructor auditions, training & workshops.

Scheduling

• Checking Instructor availability regularly and updating scheduling spreadsheets
• Coordinating scheduling for Community Classes
• Supporting Bank Holiday and festive period scheduling
• Configuring booking windows for new sites during initial launch periods

Academy

• Supporting with onboarding applicants
• Record keeping and assessment documentation submission to awarding body

General

• Booking Postnatal Assistants and Instructors into classes where required
• Booking international travel and accommodation where required

What We’re Looking For

• A strong people person with excellent interpersonal skills, able to communicate with empathy and understanding when supporting team members through a range of personal and professional situations.
• Highly organised with strong attention to detail
• Able to prioritise and manage multiple schedules simultaneously
• Proactive and comfortable resolving scheduling gaps
• Clear and professional communication skills
• Confidence in working with Google Sheets & Notion
• Reliable and able to work with minimal supervision

Nice to Have:

• Experience in scheduling, operations and people management roles
• Experience in organising events
• Experience in fitness/wellness or studio environments
• Experience in using booking or scheduling systems

Perks

• Free Reformer & Strength Classes across LevelOut locations
• Flexible Remote Working
• Hands- on experience within a fast-growing wellness brand
• Opportunity to work closely with senior team members

Pay: From £20,000.00 per year

Benefits:

• Casual dress
• Company events
• Company pension
• Flexitime
• Free fitness classes
• Free parking
• Gym membership
• Health & wellbeing programme
• On-site gym
• Work from home

Work Location: Hybrid remote in London SW9 8BN