Virtual Assistant

Job Title: Virtual Assistant – Business Support
Company: National Personal Training Academy (NPTA)
Location: Remote
Reports To: CEO, COO and Directory of Academy

Job Overview:
The Virtual Assistant – Business Support will mainly provide comprehensive administrative, operational, and marketing support to the National Personal Training Academy and its subsidiary company (FITIN). This role involves managing communication, scheduling, data entry, customer service, marketing efforts, sales outreach, and graphic design tasks. The ideal candidate is organized, proactive, tech-savvy, and has excellent communication skills.

Roles and Responsibilities:
1. Administrative Support:
Email Management: Monitor and manage the company’s general inbox, responding to inquiries or directing them to the appropriate person.
Document Management: Organize, update, and maintain digital files and records, ensuring all documents are correctly filed and easily accessible.
Data Entry: Accurately input and update information in databases and CRM systems.

2. Communication:
Client Correspondence: Handle communication with clients via email, phone, and other messaging platforms, ensuring prompt and professional responses.
Internal Communication: Facilitate communication within the team, scheduling meetings, and distributing memos or reports.

3. Scheduling and Coordination:
Calendar Management: Coordinate and manage schedules for trainers and staff, arranging appointments, meetings, and training sessions.
Event Coordination: Assist in planning and coordinating events, workshops, and seminars.

4. Customer Service:
Client Support: Provide exceptional customer service, addressing client queries, resolving issues, and providing information about programs and services.
Feedback Management: Collect and manage client feedback, helping to improve services and client satisfaction.

5. Marketing and Social Media:
Content Creation: Assist in creating and scheduling content for social media platforms, newsletters, and other marketing materials.
Social Media Management: Monitor and manage social media accounts, engaging with followers and responding to comments or messages.
Creating Email Campaigns: Develop and manage email campaigns, including promotional campaigns for NASM courses, winback flows, cart abandonment flows, page-specific/targeted campaigns, subscription, CEU reminder emails, and recertification reminder emails.

6. Sales:
Cold Calls: Reach out to leads approved for courses but who did not purchase (NPTA Electives Cold Call).
Non-Certified Leads: Contact indeed leads without certification to book them for a call with the sales team (NPTA Non-Certified Cold Call).
AP Client Sales Calls: Call AP client leads and book them for an assessment with our trainers.
AP Client Renewal Sales Calls: Call AP clients up for renewal to get them on a new package.
FITIN Client Calls: Manage and follow up on FITIN client calls.

7. Financial Administration:
Billing Support: Assist with invoicing, processing payments, and managing financial records.
Expense Tracking: Monitor and record expenses, ensuring accurate and timely financial reporting.

8. Graphic Design:
Graphics Creation/Updating: Create and update graphics for the website, ads, social media, and email follow-ups.
Inventory PDFs: Create and manage inventory PDFs for email follow-up.

9. Social Media:
Social Media Management: Create and post content (4 posts per week – Monday, Tuesday, Thursday, Friday), including static feed posts or IG reels, with an attached Instagram story for each post.
Social Media Marketing: Develop and strategize marketing initiatives to promote NASM course products and the AP program through social media channels.
Promotional Campaigns: Collaborate with the NPTA team to conduct promotional campaigns through social media.
Student Engagement: Follow students on social media and share their PT stories on our social media platforms.

10. Operational Support:
Project Assistance: Support various projects and initiatives as directed by the CEO, COO, Director of Academy
Process Improvement: Identify and suggest improvements to administrative processes for increased efficiency.

11. Technical Support:
Software Proficiency: Use and manage various software and tools including CRM systems, scheduling software, and office suites.
Troubleshooting: Provide basic technical support and troubleshooting for staff and clients using company systems.

12. Business Support:
Administrative Tasks: Assist in completing additional administrative tasks as needed.

Qualifications:
Proven experience as a Virtual Assistant or in a similar administrative role.
Excellent written and verbal communication skills (Strong fluency in English)
Strong organizational and time-management abilities.
Proficiency in Microsoft Office Suite, Google Workspace, Design/Marketing softwares and CRM softwares.
Familiarity with social media platforms and basic marketing principles.
Ability to work independently and manage multiple tasks simultaneously.
High level of discretion and confidentiality.
Basic understanding of financial and accounting principles.
Team Player and Self-Starter

Preferred Skills:
Experience in the fitness or personal training industry.
Knowledge of graphic design tools (e.g., Canva, Adobe Creative Suite).
Experience with sales and developing marketing strategies
Experience with email marketing tools (e.g., Mailchimp).

Work Environment:
Remote work with flexible hours.
Must have reliable internet connection and a suitable home office environment.

Application Process, Interested candidates should submit:

-Current Resume: Please submit your most up-to-date resume that highlights your skills and experiences relevant to this position.
-Recorded Video Cover Letter: Record a video where you introduce yourself, elaborate on your key skills and experiences, and explain why you are interested in this position and how you can contribute to NPTA.
-Short Essay on Your Core Beliefs and Their Application to Your Career: Provide a brief essay discussing your core beliefs and values, and how they influence your approach to work and professional interactions.
-Updated Resume with a 3-5 Year Career Vision: Create an updated resume that not only highlights your past experiences but also includes a section detailing where you see yourself in 3-5 years and how this role at NPTA aligns with your career aspirations.
-Marketing/Graphic Samples:
1 Social Media Post: Create a sample social media post that could be used for NPTA’s social media platforms.
1 Video Edited Reel: Provide a short video reel you have edited, showcasing your video editing skills.
1 Marketing Poster: Design a marketing poster that could be used to promote NPTA’s programs or initiatives.

Applications should be sent to Click to view

The role, once accepted will have a probationary period of 90 days