Virtual Assistant (Operations and Marketing Support)
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The Operations and Marketing Support - Virtual Assistant plays a crucial role in managing a variety of administrative, marketing, and operational tasks.
This position ensures seamless coordination across multiple functions, including social media management, campaign tracking, and reporting, while also supporting the day-to-day activities of the executive team. The role is responsible for managing key processes such as success planner meetings, updating key performance trackers, and handling club-related concerns.
The Virtual Assistant also assists in maintaining company culture and engagement, managing
social media content, and creating marketing assets, while maintaining a high level of discretion, organization, and confidentiality.
The ideal candidate for this role will have strong communication, organizational, and multitasking skills, with the ability to manage a fast-paced and dynamic work environment. Proficiency in administrative software, marketing tools, and an understanding of operations is highly valued. The candidate will work closely with various teams and stakeholders to ensure effective workflow, streamline processes, and contribute to a positive and productive work culture
DUTIES AND RESPONSIBILITIESMain ResponsibilitiesCoordinate and manage agendas for 1:1 meetings, direct reports, and other executive-level meetings.
Paraphrase and curate content and update website/social media platforms.
Assist with drafting and interacting through social media posts.
Compose professional, error-free emails and letters to customers, vendors, and stakeholders.
Acknowledge and resolve club queries in a timely and efficient manner.
Edit and modify documents and presentations for internal and external use.
Handle confidential information with discretion and maintain a high degree of professionalism.
Oversee day-to-day executive operations, acting as the first point of contact for the Senior Executive Assistant.
Manage internal administrative processes and maintain system efficiency.
Foster and maintain a strong company culture and engagement through initiatives and events.
Plan and organize company functions, events, and celebrations.
Arrange travel and accommodation logistics when required.
Take detailed minutes during meetings and distribute them promptly.
Provide general office support and handle business-related matters as needed.
Compile and present necessary data and reports for Management, Retention, and Sales teams.
Manage and prioritize multiple projects and tasks effectively.
Perform ad-hoc tasks as needed to ensure optimal customer experience and operational efficiency.
Management and updating of the following Google Sheet which includes but not limited to:
o All Stars Leagues Table
o KPI Tracker
o CW - WSLL & KPI
o Leaver’s List
o Social Media Calendar
o Inreach/Outreach Planner
o Club Stock Count
o Group Class Timetable
o Marketing Spend Tracker
o Daily Ads Sweep
Specific Marketing Responsibilities:
Track and report weekly Social Media Performance
Assist in Marketing & Success Planners
Process printing order requests and order Prezzee Gift Cards.
Schedule and coordinate Success Planner meetings.
Reorder merch items from Alibaba and GSIX.
Management of Zapier and Jotforms
Assist in local business awards, announcements and tickets for the event.
Update the fob key order tracker and process fob key and lanyards orders.
Design assets using Canva for marketing and club requests.
Update NLTV, Cardio screens, landing pages and websites with latest promotional offer.
Update Facebook cover photos as needed
Have basic understanding of META suite
Skills in canva image editing
Specific Operational Responsibilities:
Manage tasks and updates through Asana To-Dos.
Track Mystery Shop activities.
Monitor Tailgates on the HIK app and send emails to clubs who tailgated.
Coordinate and distribute email / sms campaigns.
Manage and update the Master Roster
Organize dashboard transfers
Distribute arrears emails and text notifications to clubs.
Handle tasks in Safety Navigator, including Gift Cards management.
Process Transfers on Clubwise
QUALIFICATIONS
Product Knowledge
• Bachelor's/College Degree in Business Administration, Management, Law, Finance, Accounting or other related discipline is a plus, but not required
• At least 3 years of experience as Virtual Admin Assistant with stakeholder management skills
• Strong analytical and computer (primarily Outlook, Excel, Access, Teams) skills
• Strong oral and written communication skills
• Knowledgeable or has a background in bookkeeping tasks
• Familiar with digital marketing software or tools like Canva
• Detail-oriented, always able to provide accurate and high-level quality work
• Ability to manage multiple priorities while remaining focused on quality and delivery
• Good administrative and organizational ability.
• Ability to learn quickly and think ahead
• Experience in a complex and fast paced SME environment will be highly regarded
• High level of empathy and mindfulness
• Works collaboratively and as part of a team building genuine relationships
• Provides systematic and dependable follow up, as well as a high level of organisation and preparedness
• Maintains workflow under pressure and in a fast-paced, high-profile work environment
• Accountability – always following up and staying ahead of the game
• Ability to think strategically and execute quality output under tight deadline
• Strong time-management skills and presentation skills
• Hard working and passionate about career and making a difference.
Customer Focus
• Actively seeks to understand and deliver client needs, expectations, and level of satisfaction
• Able to maintain good relationships with clients and other stakeholders
• Pro-actively seeks solutions for clients
• Experience in working with an Australian company is a plus
• Experience as Admin/personal assistant/receptionist for Health and Fitness industry is desirable
The Operations and Marketing Support - Virtual Assistant plays a crucial role in managing a variety of administrative, marketing, and operational tasks.
This position ensures seamless coordination across multiple functions, including social media management, campaign tracking, and reporting, while also supporting the day-to-day activities of the executive team. The role is responsible for managing key processes such as success planner meetings, updating key performance trackers, and handling club-related concerns.
The Virtual Assistant also assists in maintaining company culture and engagement, managing
social media content, and creating marketing assets, while maintaining a high level of discretion, organization, and confidentiality.
The ideal candidate for this role will have strong communication, organizational, and multitasking skills, with the ability to manage a fast-paced and dynamic work environment. Proficiency in administrative software, marketing tools, and an understanding of operations is highly valued. The candidate will work closely with various teams and stakeholders to ensure effective workflow, streamline processes, and contribute to a positive and productive work culture
DUTIES AND RESPONSIBILITIESMain Responsibilities● Coordinate and manage agendas for 1:1 meetings, direct reports, and other executive-level meetings.
● Paraphrase and curate content and update website/social media platforms.
● Assist with drafting and interacting through social media posts.
● Compose professional, error-free emails and letters to customers, vendors, and stakeholders.
● Acknowledge and resolve club queries in a timely and efficient manner.
● Edit and modify documents and presentations for internal and external use.
● Handle confidential information with discretion and maintain a high degree of professionalism.
● Oversee day-to-day executive operations, acting as the first point of contact for the Senior Executive Assistant.
● Manage internal administrative processes and maintain system efficiency.
● Foster and maintain a strong company culture and engagement through initiatives and events.
● Plan and organize company functions, events, and celebrations.
● Arrange travel and accommodation logistics when required.
● Take detailed minutes during meetings and distribute them promptly.
● Provide general office support and handle business-related matters as needed.
● Compile and present necessary data and reports for Management, Retention, and Sales teams.
● Manage and prioritize multiple projects and tasks effectively.
● Perform ad-hoc tasks as needed to ensure optimal customer experience and operational efficiency.
● Management and updating of the following Google Sheet which includes but not limited to:
o All Stars Leagues Table
o KPI Tracker
o CW - WSLL & KPI
o Leaver’s List
o Social Media Calendar
o Inreach/Outreach Planner
o Club Stock Count
o Group Class Timetable
o Marketing Spend Tracker
o Daily Ads Sweep
Specific Marketing Responsibilities:
● Track and report weekly Social Media Performance
● Assist in Marketing & Success Planners
● Process printing order requests and order Prezzee Gift Cards.
● Schedule and coordinate Success Planner meetings.
● Reorder merch items from Alibaba and GSIX.
● Management of Zapier and Jotforms
● Assist in local business awards, announcements and tickets for the event.
● Update the fob key order tracker and process fob key and lanyards orders.
● Design assets using Canva for marketing and club requests.
● Update NLTV, Cardio screens, landing pages and websites with latest promotional offer.
● Update Facebook cover photos as needed
● Have basic understanding of META suite
● Skills in canva image editing
Specific Operational Responsibilities:
● Manage tasks and updates through Asana To-Dos.
● Track Mystery Shop activities.
● Monitor Tailgates on the HIK app and send emails to clubs who tailgated.
● Coordinate and distribute email / sms campaigns.
● Manage and update the Master Roster
● Organize dashboard transfers
● Distribute arrears emails and text notifications to clubs.
● Handle tasks in Safety Navigator, including Gift Cards management.
● Process Transfers on Clubwise
QUALIFICATIONS
Product Knowledge
• Bachelor's/College Degree in Business Administration, Management, Law, Finance, Accounting or other related discipline is a plus, but not required
• At least 3 years of experience as Virtual Admin Assistant with stakeholder management skills
• Strong analytical and computer (primarily Outlook, Excel, Access, Teams) skills
• Strong oral and written communication skills
• Knowledgeable or has a background in bookkeeping tasks
• Familiar with digital marketing software or tools like Canva
• Detail-oriented, always able to provide accurate and high-level quality work
• Ability to manage multiple priorities while remaining focused on quality and delivery
• Good administrative and organizational ability.
• Ability to learn quickly and think ahead
• Experience in a complex and fast paced SME environment will be highly regarded
• High level of empathy and mindfulness
• Works collaboratively and as part of a team building genuine relationships
• Provides systematic and dependable follow up, as well as a high level of organisation and preparedness
• Maintains workflow under pressure and in a fast-paced, high-profile work environment
• Accountability – always following up and staying ahead of the game
• Ability to think strategically and execute quality output under tight deadline
• Strong time-management skills and presentation skills
• Hard working and passionate about career and making a difference.
Customer Focus
• Actively seeks to understand and deliver client needs, expectations, and level of satisfaction
• Able to maintain good relationships with clients and other stakeholders
• Pro-actively seeks solutions for clients
• Experience in working with an Australian company is a plus
• Experience as Admin/personal assistant/receptionist for Health and Fitness industry is desirable
