Virtual Assistant

Executive Assistant & Project Coordinator

Position Type: Part-Time / Contract
Location: Remote with preference for someone available during Eastern Time business hours
Reports To: Founder / Owner

About the Role

We are seeking a highly organized, proactive, and resourceful Executive Assistant & Project Coordinator to support a busy entrepreneur managing multiple business initiatives, including the launch and operation of an FS8 fitness and wellness studio, recruiting projects, community partnerships, events, marketing initiatives, and personal administrative responsibilities.

This is not a traditional administrative assistant role. The ideal candidate is someone who can anticipate needs, keep multiple projects moving forward, follow up without being asked, and create structure around a fast-moving workload.

The right person will be comfortable managing both business and personal priorities while helping ensure that deadlines, communications, events, partnerships, and projects do not fall through the cracks.

Key Responsibilities
Executive Inbox & Follow-Up Management
Monitor and organize email communications.
Flag messages requiring the Founder’s personal response or decision.
Draft routine responses for review and approval.
Follow up on unanswered vendor, partnership, client, and business communications.
Maintain a running follow-up list with deadlines and next steps.
Help identify communications that require urgent attention.
Calendar & Schedule Management
Schedule calls, meetings, interviews, appointments, and events.
Coordinate availability with vendors, candidates, clients, and partners.
Maintain an organized calendar and prevent scheduling conflicts.
Add important deadlines, events, permit dates, school dates, and business milestones.
Send reminders and help prepare for upcoming meetings.
FS8 Project Coordination

Support the opening and ongoing operations of the FS8 studio by maintaining and updating project trackers related to:

Studio opening checklist
Permits and licensing
Vendors and contractors
Equipment and operational needs
Partnerships and collaborations
Presale initiatives
Marketing deliverables
Events
Grand-opening activities
Deadlines and outstanding action items

The coordinator should regularly identify what is outstanding, who owns each task, and what follow-up is required.

Event & Community Partnership Coordination

Assist with events such as Pilates collaborations, wellness events, pop-ups, vendor activations, and community partnerships.

Responsibilities may include:

Maintaining event timelines and checklists.
Coordinating participating vendors and partners.
Managing vendor contact information and confirmations.
Tracking RSVPs and registrations.
Requesting certificates of insurance and required documentation.
Coordinating signage, giveaways, promotional items, and event materials.
Confirming logistics leading up to events.
Managing post-event thank-you messages and follow-up opportunities.
Partnership Outreach & CRM Management
Maintain a partnership and community outreach tracker.
Track organizations and businesses contacted.
Record the date of the last communication.
Identify next steps and follow-up dates.
Track potential event and collaboration opportunities.
Maintain statuses such as Contacted, Follow-Up Needed, Meeting Scheduled, Confirmed, or Closed.
Support outreach to local businesses, wellness brands, hospitality partners, retailers, and community organizations.
Recruiting Administration

Support recruiting operations while the Founder remains responsible for higher-level candidate screening, interviewing, client relationships, and hiring strategy.

Responsibilities include:

Scheduling candidate interviews.
Sending interview confirmations and reminders.
Following up with candidates.
Organizing resumes and candidate information.
Updating recruiting spreadsheets and applicant trackers.
Maintaining accurate candidate pipelines.
Preparing candidate packets or summaries.
Coordinating interviews with hiring managers and clients.
Tracking outstanding feedback and next steps.
Documents, Spreadsheets & Canva Support

Assist with the creation and organization of business materials including:

Proposals
Spreadsheets and trackers
Google Forms
Event one-sheets
Vendor information sheets
Hiring materials
Recruiting documents
Presentation materials
Basic Canva updates
Flyers using existing brand templates
Formatting documents and presentations

Strong attention to formatting, organization, and brand consistency is important.

Social Media Coordination

This role will support execution and organization rather than own the overall social media strategy.

Responsibilities may include:

Organizing content calendars.
Gathering photos and video assets.
Maintaining folders of approved content.
Scheduling approved posts.
Coordinating giveaways and collaboration posts.
Ensuring partners and vendors are properly tagged.
Tracking agreed-upon social media deliverables.
Following up with partners for photos, logos, captions, or other assets.
Personal Administrative Support

Provide occasional personal administrative support, including:

School deadlines and important dates.
Appointment scheduling.
Forms and registrations.
Travel organization.
Reservations.
Reminders.
Family calendar coordination.
Other logistical tasks that can be delegated.
What We Are Looking For

The ideal candidate is:

Extremely organized and detail-oriented.
Proactive rather than reactive.
Comfortable following up repeatedly and professionally.
Able to manage multiple projects simultaneously.
Strong at creating systems, trackers, and checklists.
Comfortable working in a fast-moving entrepreneurial environment.
Able to distinguish between what requires immediate attention and what can wait.
An excellent written communicator.
Professional when communicating with executives, clients, vendors, candidates, and community partners.
Comfortable handling confidential business and personal information.
Able to work independently without requiring constant direction.
Naturally inclined to ask, “What is the next step?”
Preferred Skills & Experience
Previous experience as an Executive Assistant, Virtual Assistant, Project Coordinator, Operations Coordinator, or similar role.
Experience supporting an entrepreneur, founder, or small business owner strongly preferred.
Experience coordinating events or community partnerships.
Recruiting or HR administrative experience is a plus.
Strong Google Workspace skills, including Gmail, Calendar, Docs, Sheets, Forms, and Drive.
Experience with Canva.
Familiarity with project-management or CRM tools.
Comfortable learning new technology and systems quickly.
Experience with fitness, wellness, hospitality, recruiting, or small-business environments is a plus.
Success in This Role Looks Like

Within the first several months, the successful candidate should:

Know what needs follow-up without constantly being reminded.
Keep the Founder’s inbox and calendar organized.
Maintain accurate project, partnership, event, and recruiting trackers.
Reduce missed deadlines and unanswered communications.
Keep FS8 opening initiatives moving forward.
Ensure events and partnerships are organized well in advance.
Create more time for the Founder to focus on strategy, relationships, interviewing, business development, and high-level decision-making.