PART-TIME VIRTUAL ADMINISTRATIVE ASSISTANT + CANVA/SOCIAL MEDIA SUPPORT

Please read the entire job description and complete the asks below!

ABOUT SKYFIT STUDIO

SkyFit Studio is a growing boutique fitness studio based in North Carolina, USA. We offer dance fitness, strength and conditioning, step, sculpt, special events, and community-focused fitness experiences.

I am the owner and currently manage many of the administrative, customer-service, marketing, and operational responsibilities myself. I am looking for a reliable, highly organized Virtual Assistant who will help take recurring tasks off my plate and keep things organized behind the scenes.

This is a part-time, long-term opportunity for the right person.

HOURS

Approximately 5–10 hours per week to start.

The selected candidate will begin with a 30-day paid trial. Hours and responsibilities could increase as the business grows and trust is established.

The business operates on U.S. Eastern Time. You do not need to work the entire U.S. business day, but some overlap with Eastern Time is preferred.

WHAT YOU’LL HELP WITH

CUSTOMER + ADMINISTRATIVE SUPPORT

• Monitor and organize the studio email inbox
• Respond to routine customer questions using provided templates and FAQs
• Send follow-up email s to new and first-time customers
• Follow up with inactive customers and leads
• Track customer inquiries and flag anything requiring the owner’s attention
• Maintain spreadsheets, forms, customer records, and administrative trackers
• Help keep recurring tasks organized and completed on time
• Maintain and update standard email templates and FAQs
• Help organize information so tasks do not get lost or forgotten

FITNESS STUDIO ADMINISTRATION

• Work within our class-management system, Punchpass
• Review attendance information and prepare simple reports
• Help maintain class descriptions, schedules, and customer information
• Check class listings and registration information for errors
• Assist with rental, private-event, and off-site event inquiries
• Organize inquiry information before sending it to the owner for approval
• Send approved invoices and follow up on unpaid invoices using established procedures
• Help maintain operational spreadsheets and trackers
• Compile a simple weekly administrative summary for the owner

SOCIAL MEDIA + CANVA SUPPORT

I am NOT looking for someone to completely take over my brand or social media strategy. I am looking for someone who can take information, ideas, photos, videos, and direction from me and turn them into polished content.

Responsibilities may include:

• Create polished, on-brand social media graphics in Canva
• Use established SkyFit Studio colors, fonts, templates, and brand guidelines
• Create graphics for weekly schedules, class promotions, events, announcements, instructor spotlights, FAQs, membership promotions, themes, and other studio needs
• Resize and adapt content for Instagram posts, Stories, Facebook , and other platforms
• Turn information provided by the owner into clear, visually appealing graphics
• Maintain and organize Canva templates
• Repurpose existing designs instead of starting from scratch every time
• Draft captions and social media copy for owner review
• Assist with basic short-form video/Reel editing when needed
• Maintain a social media content calendar
• Organize photos, videos, graphics, captions, and content ideas
• Schedule approved social media content when appropriate
• Track basic social media performance and help identify content that performs well

Strong Canva skills and a good eye for clean, modern design are highly preferred.

Please be prepared to provide examples of social media graphics you have personally created.

TOOLS YOU MAY USE

• Google Workspace
• Gmail
• Google Drive
• Google Sheets
• Canva
• Punchpass
• Meta Business Suite
• Instagram
• Facebook
• TikTok
• ChatGPT and other AI tools
• Online forms and spreadsheets
• Other systems as the business grows

Experience with every tool is NOT required.

Punchpass experience is not required. I am willing to train the right person.

WHAT I’M LOOKING FOR

I am looking for someone who is:

• Extremely organized
• Detail-oriented
• Reliable and consistent
• Proactive
• Comfortable working independently
• A strong written English communicator
• Professional when communicating with customers
• Able to follow written processes, instructions, and checklists
• Comfortable learning new software
• Comfortable using AI tools such as ChatGPT
• Able to recognize patterns and suggest improvements
• Able to recognize when something requires the business owner’s attention
• Comfortable asking questions when clarification is genuinely needed
• Able to manage recurring responsibilities without needing constant reminders

I do not want someone who needs to be micromanaged.

I want someone who eventually learns the business well enough to notice things like:

“Three customers asked the same question this week. We should probably update the FAQ.”

or

“This customer has an unusual billing issue. I did not make any changes because this requires owner approval.”

Good judgment is extremely important to me.

BONUS EXPERIENCE

Experience supporting any of the following is a plus:

• Fitness studios
• Gyms
• Wellness businesses
• Membership-based businesses
• Small businesses
• Event businesses
• Customer-service businesses
• Social media content creation

SECURITY + ACCOUNT ACCESS

Protecting my business and customer information is extremely important.

You will NOT initially receive unrestricted access to business accounts, financial accounts, or social media accounts.

Access will be provided gradually and through appropriate permission-based tools as trust is established.

You will never be expected to make unauthorized financial decisions or changes to business accounts.

30-DAY PAID TRIAL

The selected candidate will begin with a 30-day paid trial.

During the trial, I will evaluate:

• Reliability
• Communication
• Attention to detail
• Organization
• Quality of work
• Canva/design ability
• Ability to follow instructions
• Ability to work independently
• Ability to meet deadlines
• Judgment about when to handle something independently versus escalating it to me

If the partnership works well, I am interested in developing a long-term relationship and potentially increasing responsibilities and hours as the business grows.

HOW TO APPLY

Please answer ALL of the following questions.

Generic applications that do not answer the questions will not be considered.

IMPORTANT: At the very beginning of your application, write:

SKYFIT VA

Then answer:

1. Tell me about your experience as a Virtual Assistant, administrative assistant, or similar role.
2. Have you worked with a fitness studio, gym, wellness company, membership business, event company, or other customer-facing small business? If yes, tell me about your experience.
3. Which of the following tools have you used: Google Workspace, Gmail, Google Sheets, Canva, Meta Business Suite, Instagram, Facebook , TikTok, ChatGPT, CRM systems, scheduling software, or membership-management software?
4. Tell me about a recurring administrative process you managed for a previous client. What were you personally responsible for?
5. A customer email s saying she paid for a class but cannot register and is frustrated. What would you do?
6. You notice three customers have asked the same question this week. What would you do with that information?
7. Describe your Canva experience. What types of graphics have you personally created?
8. Please provide a link to or examples of Canva/social media work you personally created.
9. Tell me about your social media experience. Which tasks have you personally handled?
10. Are you comfortable using AI tools such as ChatGPT as part of your workflow?
11. What is your current weekly availability?
12. Are you available for some working-time overlap with U.S. Eastern Time? If yes, what hours?
13. What hourly rate are you requesting in USD?
14. Are you comfortable starting with approximately 5–10 hours per week and completing a 30-day paid trial?
15. Why are you interested in working with SkyFit Studio?

FINAL APPLICATION REQUIREMENT

Please include a short 1–2 minute video introduction.

Tell me:

• Your name
• Your VA experience
• What type of work you enjoy most
• Why this position interests you

*How would you respond to a customer who calls into the studio upset and complains about being turned away from class due to late arrival? The customer threatens to leave a nasty review and we don’t refund her for the class.

Please do not send a long or highly produced video. I am simply interested in getting to know the person behind the application.

I am looking for someone who wants to build a long-term working relationship with a growing small business.

Reliability, organization, communication, creativity, good judgment, and attention to detail matter more to me than having experience with every tool listed above.