Executive Assistant

Benefits:

401(k) matching Bonus based on performance Competitive salary Dental insurance Employee discounts Parental leave

• Training & development

Tuition assistance Vision insurance Wellness resources GENERAL SUMMARY: BODYBAR Franchising is seeking a highly organized, proactive, and fitness-passionate Executive Assistant to provide administrative and operational support to the Chief Executive Officer, President, and Chief Operating Officer. Reporting to the President, this hybrid role focuses on executive calendar management, meeting preparation, travel logistics, and cross-functional administrative support. The Executive Assistant plays a critical role in ensuring seamless executive operations, optimizing workflow efficiencies, and enabling leadership to focus on strategic growth and franchise performance. The ideal candidate thrives in a fast-paced environment, exercises excellent judgment, and demonstrates discretion and confidentiality, attention to detail, and familiarity with the boutique fitness or wellness industry.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Executive Calendar & Meeting Management

• Manage complex, dynamic calendars for the CEO, President, and COO, balancing priorities and ensuring alignment across departments.
• Schedule, prepare, and manage internal and external meetings, including creating agendas, gathering materials, and distributing pre-reads.

Screen and prioritize competing requests for executive time, ensure alignment with organizational priorities before securing commitments. Anticipate executive needs by preparing meeting briefs, pre-reads, talking points, and supporting materials in advance.

• Assist in preparing weekly executive overviews to align leadership on upcoming priorities and deliverables.

Attend selected meetings to capture detailed notes, track action items, and drive timely follow-through.

Executive Communication and Inbox Support

• Support light inbox management tasks such as flagging priority communications and organizing emails by category.

Draft responses or communication templates for executive review, ensuring alignment with tone and priorities.

Travel & Logistics Coordination

• Plan and coordinate domestic and international travel, including flights, accommodations, transportation, and full itinerary preparation.
• Prepare and reconcile travel and monthly expense reports; manage invoice processing with accuracy and timeliness.
• Support logistics for special events, conferences, and offsite meetings.

Executive Project & Administrative Support

• Assist executives with ad hoc projects, research, presentations, and report preparation.
• Track project milestones and deliverables across executive initiatives, sending proactive follow-ups to ensure progress and timely completion.
• Coordinate and prepare presentations, dashboards, board materials, investor documents, and other executive-level deliverables.

Serve as a liaison between executives and internal teams, franchisees, vendors, and external partners to ensure smooth and timely communication.

• Provide discreet support for confidential personnel-related workflows, including preparing materials for employee conversations and maintaining sensitive documentation securely.
• Organize and maintain confidential records, documents, and files in accordance with company policies.

Culture & Team Engagement Support

• Support internal initiatives that reinforce BODYBAR’s culture, wellness programs, and team engagement.

Bring a proactive, solutions-oriented mindset to daily executive operations and team support.

Additional Responsibilities Represent the executive office professionally in interactions with franchisees, vendors, and internal teams.

• Participate in leadership meetings and provide administrative support for strategy implementation.
• Coordinate follow-through on leadership team action items, ensuring clarity on ownership, timelines, and accountability.
• Help structure and maintain the executive operating rhythm, including recurring meetings, planning cycles, and leadership forums.
• Perform other duties as assigned to support the leadership team and BODYBAR operations.

QUALIFICATIONS & EXPERIENCE:

3–5 years of experience supporting C-level executives or senior executives, ideally in a fast-paced corporate, franchise, boutique fitness, or wellness environment.

Experience supporting multiple executives simultaneously is preferred.:

Proven ability to manage competing priorities, anticipate executive needs, and maintain discretion with sensitive information.

• Demonstrated ability to quickly learn and adapt to new systems, tools, and technologies to enhance efficiency and accuracy.

Advanced proficiency in Microsoft Office Suite, Canva, Google Workspace, and calendar management tools.

Experience coordinating travel, meetings, and executive-level projects.:

Strong organizational, problem-solving, and communication skills. Ability to work independently and collaboratively in a hybrid environment (2–3 days in office, remainder remote with reliable technology access).

SKILLS & COMPETENCIES:

Exceptional organizational and time-management skills, with meticulous attention to detail. Strong interpersonal and relationship-building skills; confident interacting with executives, team members, franchisees, and external partners. Proven ability to anticipate needs, prioritize effectively, and problem-solve proactively.

Professional, adaptable, self-motivated, and solutions-oriented approach to supporting high-performance leadership. Passion for fitness, wellness, and boutique studio culture, with enthusiasm for contributing to BODYBAR’s growth and culture. Collaborative team player committed to reinforcing BODYBAR’s values and supporting shared goals.

Flexible work from home options available.