Overview
Full-Time Executive Operations Assistant Jobs in Palm Beach, FL at TREMBLE Palm Beach County, FL
Multi-Site Operations & Executive Assistant
Full-Time | Palm Beach County, FL
Reports To:
Regional Manager/Studio Owner
About Us
We are a rapidly growing reformer-based Pilates studio brand operating five premier locations throughout Palm Beach County. As we continue to expand, we are seeking a highly organized, systems-driven Multi-Site Operations & Executive Assistant to serve as the operational backbone of our business.
This role is ideal for someone who thrives behind the scenes, loves creating order from chaos, and enjoys building systems that help teams perform at their highest level. You will work directly with ownership to ensure daily operations run smoothly across all locations while helping execute the company’s vision, initiatives, and growth strategies.
This is not a front desk position. We are looking for a true operator who can take ownership of projects, solve problems independently, and help drive operational excellence across multiple studios.
Position Overview
The Multi-Site Operations & Executive Assistant serves as the primary operational liaison between ownership, studio leadership, and administrative staff.
You will oversee the administrative infrastructure of our five-studio network, ensuring consistency in communication, scheduling, reporting, customer experience, and operational execution. This role requires exceptional attention to detail, strong organizational skills, and the ability to manage multiple priorities simultaneously.
You will work closely with five Studio Leads and a team of Administrative Assistants to maintain high operational standards while supporting the continued growth of the company.
Key ResponsibilitiesSoftware & Data Management
- Own backend administration of studio software platforms (Mindbody, Mariana Tek, or similar systems)
- Manage membership freezes, billing inquiries, account audits, booking errors, and chargeback disputes
- Maintain accurate client records and ensure data integrity across all locations
- Generate reports and track operational metrics as requested
Team & Schedule Coordination
- Serve as the primary operational point of contact for Studio Leads
- Manage instructor scheduling, substitute requests, and shift coverage needs
- Oversee master scheduling across all locations while maintaining operational efficiency
- Coordinate onboarding schedules, training sessions, and team communications
Administrative Oversight
- Support and direct Administrative Assistants across all studios
- Develop and maintain Standard Operating Procedures (SOPs)
- Build systems, checklists, and workflows that improve consistency and accountability
- Conduct quality-control audits to ensure company standards are upheld
Multi-Location Operations
- Coordinate retail inventory tracking, ordering, and distribution across all studios
- Manage operational supply ordering and vendor relationships
- Schedule maintenance and service appointments for reformers, equipment, facilities, and technology systems
- Assist with studio openings, events, special projects, and operational initiatives
Executive Support
- Manage the Owner’s calendar, scheduling priorities, and inbox organization
- Act as a strategic filter by prioritizing requests and escalating only issues requiring executive involvement
- Translate high-level ideas into actionable plans, timelines, and task lists
- Coordinate leadership meetings and ensure follow-through on key initiatives
QualificationsRequired Experience
- Minimum 2 years of experience in operations, executive assistance, office management, or multi-location administration
- Experience working in fitness, wellness, hospitality, retail, or service-based businesses preferred
- Demonstrated ability to manage multiple projects and priorities simultaneously
Technical Skills
- Strong proficiency in Google Workspace (Gmail, Docs, Sheets, Calendar)
- Experience with scheduling, booking, or CRM software
- Comfortable learning and troubleshooting technology platforms
- Experience with project management systems such as Asana, Monday.com, ClickUp, or similar tools is a plus
Who You Are
- Highly organized and detail-oriented
- Process-driven and naturally analytical
- A proactive problem solver who anticipates needs before they arise
- Calm, professional, and adaptable under pressure
- Excellent communicator with strong written and verbal communication skills
- Able to work independently with minimal supervision
- Passionate about creating structure, efficiency, and accountability
If you love spreadsheets, checklists, systems, organization, and helping businesses operate at a high level, this position was designed for you.
Work Location: In person
Title: Full-Time Executive Operations Assistant
Company: TREMBLE Palm Beach County, FL
Location: Palm Beach, FL
