Executive Assistant (Operations)
Offer summary
Qualifications:
Minimum of 2 years experience in administrative or virtual assistance., Proven skills in managing billing processes and using CRM systems., Excellent verbal and written communication skills in English (C1–C2 level)., High attention to detail and ability to manage multiple priorities independently..Key responsibilities:
- Oversee member onboarding, attendance tracking, and retention efforts.
- Manage billing, payments, and ESA coordination to ensure financial accuracy.
- Organize and follow up with leads and prospects to support enrollment growth.
- Handle communication with members and prospects through email and SMS, including creating newsletters and visual assets.
Job description
ROLE SUMMARY
ABOUT THE COMPANY
Lotus Club Fight & Fitness is a toptier Brazilian Jiu Jitsu academy based in Arizona, with over a decade of experience delivering highlevel martial arts instruction. As the largest and most resultsdriven program in the state, Lotus Club offers not only Jiu Jitsu but also kickboxing and youth wrestling, with an active and engaged membership of over 600 students. With a philosophy that blends oldschool grit with modern discipline, Lotus Club emphasizes real transformation, personal accountability, and the pursuit of mastery for students of all ages and backgrounds. Their tightknit, valuesdriven team is committed to maintaining high standards both on the mat and behind the scenes.
This position is perfect for someone who:
This position is perfect for someone who:
ROLE RESPONSIBILITIES
MEMBERSHIP & RETENTION SUPPORT
Managing the full lifecycle of student engagement, from onboarding through continued attendance and progress tracking. Consistent followup and accountability improve retention, support member goals, and reduce churn.
- Send welcome messages, orientation details, and necessary documents for new member onboarding
-
- Track student attendance and flag potential atrisk members based on absences
-
- Reach out via textemail to check in with members who haven’t attended in 10+ days
-
- Keep belt rank progress and milestone records up to date within internal systems
-
- Manage and follow up on trial classes: schedule visits, confirm attendance, and send reminders or reengagement messages
-
BILLING, PAYMENTS & ESA COORDINATION
Overseeing all aspects of billing accuracy, collections, and Empowerment Scholarship Account (ESA) coordination. Timely financial followup protects revenue and builds trust with members.
- Monitor and follow up on failed payments, delinquent accounts, and payment plans
-
- Submit and confirm ESA documentation and payment receipts as needed
-
- Perform monthly audits of all financial transactions to identify missed charges or errors
-
- Update billing types and payment statuses in the internal system or escalate issues as needed
-
LEAD MANAGEMENT & CONVERSION
Organizing, reengaging, and tracking communications with past leads and prospects. Converting more leads into active members supports enrollment goals and overall business growth.
MEMBERSHIP & RETENTION SUPPORT
Managing the full lifecycle of student engagement, from onboarding through continued attendance and progress tracking. Consistent followup and accountability improve retention, support member goals, and reduce churn.
- Send welcome messages, orientation details, and necessary documents for new member onboarding
- Track student attendance and flag potential atrisk members based on absences
- Reach out via textemail to check in with members who haven’t attended in 10+ days
- Keep belt rank progress and milestone records up to date within internal systems
- Manage and follow up on trial classes: schedule visits, confirm attendance, and send reminders or reengagement messages
-
- Monitor and follow up on failed payments, delinquent accounts, and payment plans
- Submit and confirm ESA documentation and payment receipts as needed
- Perform monthly audits of all financial transactions to identify missed charges or errors
- Update billing types and payment statuses in the internal system or escalate issues as needed
-
LEAD MANAGEMENT & CONVERSION
Organizing, reengaging, and tracking communications with past leads and prospects. Converting more leads into active members supports enrollment goals and overall business growth.
BILLING, PAYMENTS & ESA COORDINATION
Overseeing all aspects of billing accuracy, collections, and Empowerment Scholarship Account (ESA) coordination. Timely financial followup protects revenue and builds trust with members.
Required profile
Experience
Other Skills
- Communication
- Customer Service
- Detail Oriented
- Time Management
- Problem Solving
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