Members stay when somebody notices they have stopped coming. A virtual assistant handles the follow-up, leads and billing questions your coaches do not have time for.
Virtual Assistant gives gyms, fitness studios and personal trainers a dedicated virtual assistant from $240 a month. You choose the role and the hours, and a US account manager matches you within 1 to 3 business days.
The problem a virtual assistant solves
Studios get new leads from ads and walk-ins, but following up quickly is difficult when the team is coaching. Members with failed payments or missed sessions go unnoticed, and cancellations can follow.
What a normal week looks like with an assistant
Your assistant replies to new leads, books trial classes, reminds members about sessions and contacts those who have stopped showing up. They handle billing questions, update your schedule in Mindbody and post member wins.
The work to hand off first
- Lead follow-up and intro session booking
- Class schedule updates
- Membership renewals and freezes
- Lapsed member outreach
- Social posts and challenge promotions
- Review requests
Your assistant already knows or will learn your tools, including Mindbody, Glofox, Trainerize, Instagram, Canva. See more on our page for virtual assistants for gyms and fitness studios.
Which assistant to hire
Customer Service Assistant
A customer service assistant answers leads and member messages and books trials.
Customers stop waiting. Tickets, chats and calls get answered during your hours, which keeps small questions from turning into complaints.
- Tag, prioritize and route tickets
- Point buyers to the right product or plan
- Answer calls using your business name and script
- Process returns and refunds under your rules
Customer service assistant packages start at $240 a month for 20 hours. Hire a customer service assistant for your business.
Social Media Assistant
A social media assistant posts classes, offers and member stories, with permission.
Your brand looks consistent. Posts follow your brand kit, so every platform looks like the same business.
- Send you the plan for approval before anything goes live
- Design posts in Canva using your brand kit
- Use Meta Business Suite, Later, Buffer or Hootsuite
- Pass sales inquiries on to you quickly
Paid ads are handled by the Digital Marketing Assistant. Social media assistant packages start at $280 a month for 20 hours. Hire a social media assistant for your business.
Administrative Assistant
An administrative assistant handles billing follow-up, schedules and reports.
Nothing depends on your memory. Every recurring job goes on a written checklist, so it still gets done in your busiest weeks.
- Sort your email into urgent, needs a reply and can wait
- Send reminders and confirm attendance the day before
- Prepare templates for the letters and forms you use often
- Compare suppliers and summarize the best options
Administrative assistant packages start at $240 a month for 20 hours. Hire an administrative assistant for your business.
What it costs for gyms and fitness studios
You pay the same clear price wherever you are, and you see the exact total before you order. Skilled VA prices for the roles above:
- Customer Service Assistant: $240 for 20 hours, $456 for 40 hours or $864 for 80 hours a month
- Social Media Assistant: $280 for 20 hours, $532 for 40 hours or $1,008 for 80 hours a month
- Administrative Assistant: $240 for 20 hours, $456 for 40 hours or $864 for 80 hours a month
Senior Specialists, with 5+ years in the field, cost 35% more. US-Based Specialists, who live and work in the United States, cost 90% more. If you would rather not commit to a monthly package, pay-as-you-go hours start at $14.40 an hour and stay valid for 90 days.
Why hire your assistant from Virtual Assistant
Your assistant works remotely and keeps the business hours of your time zone. You get a person who learns your business, with a team behind them when something needs fixing.
- Your voice, your policies: Your assistant works from your scripts and rules, so customers hear your business and not an outside call center.
- Know what you get: A Growth package typically covers 12 to 20 designed posts a month, plus community replies.
- Easy to start small: Begin with the inbox and calendar on 20 hours a month, then add more as you see what can come off your plate.
- A dedicated assistant: You work with one person who learns your business, not whoever is free in a shared pool.
- Start in 1 to 3 business days: Most clients are matched within 1 to 3 business days of payment, or within 24 hours with rush onboarding.
- NDA and secure access: Every assistant signs an NDA, and logins go through a secure vault, never by email.
A virtual assistant or an in-house hire?
An in-house hire makes sense when the job needs someone physically on site. For work done on a screen or a phone, a virtual assistant usually costs far less, because you pay only for working hours, with no recruiting, desk, equipment or payroll taxes to arrange. You can also start with 20 hours a month and grow, instead of committing to a full-time salary before you know how much work there is.
How to get started this week
- Build your package: choose a role, your hours and an experience level, and see your price straight away
- Pay your itemized invoice by card or crypto
- Your US account manager matches you within 1 to 3 business days and runs your kickoff call
- Your assistant starts on a written checklist of your first tasks for your business