Executive Assistant VA

This is a remote position.

Virtual Rockstar is hiring an Executive Assistant Virtual Assistant on behalf of a US-based personal training and group fitness facility.

The Executive Assistant VA will play a critical role in supporting daily operations by managing emails, handling incoming calls, coordinating schedules, and following up with leads to ensure no potential client falls through the cracks. This role is designed to support a close-knit, community-driven fitness business and help streamline administrative and scheduling processes.

About Our Client

Our client is a mom-and-pop personal training and group fitness facility that places a strong emphasis on community, relationships, and personalized service. They operate on an appointment-based model (no memberships or initiation fees), where clients reach out directly to schedule initial assessments and training sessions.

They value a family-like team culture and are looking for a Virtual Assistant who is personable, reliable, detail-oriented, and genuinely enjoys supporting both clients and internal staff.

Responsibilities

Administrative & Executive Support

• Manage and monitor email inboxes, ensuring timely responses and proper follow-through.

• Respond to and follow up with new leads, ensuring they are properly scheduled and routed to trainers.

• Answer and return incoming phone calls professionally via Google Voice.

• Maintain accurate follow-ups and ensure inquiries do not get lost in the shuffle.

  
  

Scheduling & Coordination

• Manage and coordinate the owner's daily schedule.

• Assist with booking and coordinating workshops, including fitness and kettlebell certification events.

• Organize schedules within Mindbody Booking Software to ensure sessions are properly tracked.

• Check out completed sessions in Mindbody to support payroll processing.

  
  

Lead Management & Growth Support

• Track and manage new leads, ensuring consistent communication and follow-up.

• Assist with outreach to help expand kettlebell certification programs, including researching and contacting potential host locations.

  
  

Data Entry & Organization

• Maintain accurate records in Excel spreadsheets and internal tracking tools.

• Keep schedules, lead lists, and client information up to date.

Tools & Systems Used

• Gmail

• Google Voice

• Mindbody Booking Software

• Microsoft Excel / Google Sheets

Requirements

• Proven experience as an Executive Assistant, Administrative VA, or Operations VA.

• Strong written and verbal communication skills.

• Highly detail-oriented, punctual, and personable (non-negotiable).

• Experience managing emails, schedules, and client communications.

• Comfortable handling phone calls and follow-ups with leads.

• Tech-savvy and able to quickly learn booking and scheduling systems (Mindbody experience is a plus).

• Ability to work effectively with a US-based team despite time zone differences.

Benefits

• Competitive salary commensurate with experience.

• Opportunities for professional development and growth.

• Work in a dynamic and supportive team environment.

• Make a meaningful impact by helping to build and strengthen families across the globe.