Virtual Assistant

About the Role

We are seeking a highly organised, proactive, and studio-savvy Virtual Assistant / Executive Assistant to support a thriving Pilates studio. This role functions as a Remote Studio Manager, with the core focus on booking and schedule management—an essential part of daily operations.

The ideal candidate has hands-on experience working with Pilates, yoga, fitness, or wellness studios, exceptional administrative skills, and strong Hapana expertise. You'll be the operational backbone of the studio, ensuring smooth schedules, seamless client communication, and reliable support for the studio owner.

Key Responsibilities1. Schedule & Booking Management (Primary Function)

• Manage daily class schedules, rosters, and instructor timetables
• Process bookings, cancellations, reschedules, and waitlists
• Update class capacities and ensure all sessions are logged accurately
• Handle last-minute schedule adjustments
• Coordinate closely with instructors and streamline daily studio flow
• Maintain a clean, organised, and accurate booking environment in Hapana

2. Hapana Management (Critical & Non-Negotiable)

• Confidently navigate the Hapana dashboard
• Set up new passes, packs, and intro offers
• Resolve payment issues and manage membership changes
• Run attendance, revenue, and performance reports
• Modify client accounts, process refunds, credits, and billing updates
• Ensure accurate integration and linking of schedules and client data

3. Client Communication & Virtual Front Desk

• Respond quickly and warmly via email, SMS, and social media
• Handle enquiries on classes, pricing, memberships, intro offers
• Support new client onboarding and guide them through bookings
• Provide friendly, high-quality customer service
• Communicate instructor changes, schedule updates, or booking issues

4. Squarespace Website Updates

• Update timetables, promotions, and booking links
• Create or edit landing pages, upload blogs, and update instructor bios
• Ensure all Hapana links work correctly
• Manage basic SEO settings
• Make safe and accurate edits to maintain a smooth client experience

5. General EA & Administrative Support

• Inbox and calendar management for the studio owner
• Arrange meetings, appointments, and follow-ups
• Prepare documents, info packs, reports, and spreadsheets
• Handle supplier communication and basic operational tasks
• Maintain and update internal SOPs and team coordination workflows

Ideal Candidate Profile

We are looking for someone who is:

• Experienced in a Pilates, yoga, fitness, or wellness studio
• Skilled in administrative and EA responsibilities
• Highly experienced with Hapana (scheduling, memberships, reporting, payments)
• Familiar with Squarespace editing and updates
• Warm, friendly, and confident in English communication
• Calm under pressure and excellent at handling busy timetables
• Autonomous, proactive, reliable, and extremely detail-oriented
• Comfortable managing fast-changing schedules
• Tech-savvy and solutions-oriented

What We Offer

• Long-term remote role with stable weekly hours
• Supportive and positive work environment
• Opportunity to work with a well-established Pilates studio
• Flexible remote setup
• Inclusive, friendly, wellness-focused culture

If you have the right studio experience, strong Hapana skills, and a passion for organisation and client service, we'd love to hear from you.

Apply now and help the studio deliver a seamless, high-quality client experience every day.

Job Type: Part-time

Pay: Php300.00 per hour

Expected hours: 20 per week

Benefits:

• Work from home

Application Question(s):

• Can you describe your hands-on experience with Hapana, specifically in managing class schedules, memberships, and payment issues?

• Do you a background working as an EA/ VA for a Pilates Studio or any related fitness company?

Work Location: Remote