Virtual Assistant

Virtual Assistant
As the Encompass Fitness Studio Virtual Assistant, you are the first interaction many of our clients will have, and the person behind the scenes making sure it all runs smoothly. You’ll use our CRM system, spreadsheets, sales and marketing playbook, marketing automations and customer service scripts to ensure your job is as simple as possible.
You are:
Positive, outgoing, and able to talk to anyone. You love people and love to help; you’re great with names + stories, and your secret superpower is making people feel seen and valued.
Uber-organized. You love having 10 balls in the air and never letting a single one drop, largely thanks to the systems you create.
Excellent at helping people see the path from where they are to where they want to be. You’re a natural “solver” and good at connecting the dots.
Passionate about wellness. You want to help people meet their wellness goals with thoughtful, thorough care.
Detail oriented. You are meticulous and have an eye for detail and data, patient in following processes and procedures and can smoothly navigate reports and spreadsheets.
A wordsmith – you enjoy using words to communicate care and support and are fluent in English.
We are:
A brick and mortar Fitness Studio located in Estevan, Saskatchewan, Canada. We are a luxury, boutique studio and our clientele both in-studio and online expect excellence.
A community of amazing, positive, and supportive people. We meet our clients where they are at, and help them to become strong and capable individuals with vitality through all stages of life.
Compassionate and understanding – we are flexible in our approach, and focus not only on results but optimizing mindset and overall wellness.
Flexible and results-oriented in all we do — not just our classes. We like looking at the numbers and optimizing our processes, offerings, and marketing to balance the needs of our community with efficiency; without compromising support.
Responsibilities:
Manage our (new to us) customer database platform, Momence:
Updating client profiles
Creating new memberships
Creating discount codes
Creating checkout links for special packages
Creating special events
Creating new classes
Managing substitutes and class changes
Creating and maintaining automations
Pulling and exporting reports
Using the CRM to update lead trackers and metrics documents
Processing renewals
Processing cancellations
Collection of outstanding payments
Selling items/packages/products
Adding products
Handing client communications through Momence
Checking attendance
Adding new leads
Client Care (Provide white glove-level service to every client):
Supporting our current clients with tech support, questions about their memberships, payments, etc.
Navigating the administrative inbox – responding to inquiries, scheduling appointments, and filtering requests
New Member Journey Support
Update the new member lead tracker
Ensuring all points of contact are happening within the new member process
Identify any areas where we could improve the process
Monitor studio performance:
KPI’s including Attendance, Sales, Conversion rate
Update our internal scoreboard
Provide marketing support:
Post to social media
Send emails using our marketing playbook
Graphic design (Canva) to create flyers, postcards, social media posts