Key Responsibilities and Required Skills for Yoga Program Assistant

🎯 Role Definition

The Yoga Program Assistant supports the operations, delivery, and growth of yoga classes and community wellness programs. This role combines administrative coordination, class support, student engagement, and program marketing to ensure high-quality, safe, and accessible yoga experiences. The ideal candidate helps instructors run classes smoothly, manages scheduling and registration, assists with curriculum delivery for specialty programs, and contributes to community outreach and retention strategies.

📈 Career Progression

Typical Career Path

Entry Point From:

Studio Receptionist or Front Desk Coordinator (yoga/pilates/fitness)
Assistant Teacher or 200-hour Yoga Teacher Trainee
Community Outreach or Program Support roles in non-profits or fitness organizations

Advancement To:

Yoga Program Coordinator
Studio Manager / Operations Manager (fitness studio)
Community Wellness Manager or Program Director

Lateral Moves:

Group Fitness Coordinator
Member Experience Manager
Events & Partnerships Coordinator

Core Responsibilities

Primary Functions

Assist lead instructors in planning weekly class content and sequencing, ensuring lesson plans align with program goals, student levels (beginner, intermediate, advanced), and safety protocols for all age groups and special populations.
Manage scheduling and calendar coordination for weekly classes, workshops, teacher subs, and community events using studio management software (e.g., Mindbody, WellnessLiving), ensuring accurate instructor assignments and timely communication about schedule changes.
Oversee class registration and attendance tracking, process registrations and waitlists, reconcile daily attendance reports, and produce weekly participation summaries to inform retention strategies and instructor planning.
Provide front-desk and on-site class support including greeting students, checking waivers and COVID/safety guidelines, distributing props, and answering pre- and post-class questions about poses, modifications, or class progression.
Conduct new student onboarding sessions, explain studio policies and class sequencing, introduce students to appropriate classes, and advise on workshop or membership options to support student retention.
Execute regular inventory management of mats, blocks, blankets, straps, sanitation supplies, and retail merchandise; place orders, track shipments, and maintain organized storage so instructors always have the props they need.
Prepare and maintain a clean, safe studio environment before and after classes—including setting up props, adjusting lighting and sound, and ensuring flooring and equipment meet safety standards.
Support instructors by assisting with verbal cues, hands-on adjustments (as certified/authorized), and offering verbal modifications during larger or hybrid classes while adhering to consent and safety policies.
Assist in curriculum development for specialty series (prenatal, senior, restorative, trauma-informed yoga, youth yoga), including creating class outlines, suggested sequencing, and modifications for common limitations.
Facilitate hybrid and online class production: set up camera and microphone equipment, monitor livestream chats, manage recording uploads, and troubleshoot basic technical issues to ensure a high-quality virtual student experience.
Maintain accurate student records, intake forms, health notes, and consent waivers while ensuring compliance with privacy regulations and internal confidentiality policies.
Track class metrics (attendance, no-show rates, new-to-returning student ratios) and prepare regular reports for the Program Manager to inform scheduling, promotions, and instructor hiring decisions.
Coordinate substitute teacher coverage, maintain an accurate substitute pool with qualifications and availability, and ensure substitutes receive class plans, access instructions, and substitute pay information.
Assist with recruiting, onboarding, and scheduling of guest teachers and teaching interns, ensuring they understand studio standards, communication expectations, and class reporting procedures.
Develop and send targeted email and SMS communications for class reminders, studio updates, workshops, and membership promotions to increase bookings and improve retention.
Support community outreach and partnerships by representing the studio at local wellness fairs, corporate wellness meetings, and community events to expand program visibility and drive new student acquisition.
Execute front-line conflict resolution related to class bookings, membership questions, pricing, and instructor feedback with professionalism and escalation to management when needed.
Manage class waitlists, cancellation processes, and refund requests in accordance with studio policies; implement strategies to convert waitlisted students into confirmed bookings.
Assist with basic bookkeeping tasks: reconciling class revenue reports, recording workshop payments, issuing invoices for private sessions, and coordinating with accounting for payroll and vendor payments.
Maintain and update studio and program webpages, class descriptions, instructor bios, and online calendars to ensure SEO-friendly content and accurate information for prospective students searching for "yoga classes near me" or "prenatal yoga programs".
Promote and support membership and package sales by explaining benefits, upselling appropriate packages, and coordinating trial offers, student discounts, and scholarship options to drive recurring revenue.
Monitor and support safety protocols, first-aid readiness, and emergency procedures; maintain CPR/First Aid certifications records for staff and organize periodic safety drills.

Secondary Functions

Assist with the design, printing, and distribution of promotional materials, flyers, and in-studio signage to support seasonal campaigns and workshop promotion.
Help execute short-term marketing campaigns across social media channels, including content scheduling, basic graphic support, and community engagement to boost class visibility.
Support feedback collection: create and distribute post-class and post-workshop surveys, compile results, and summarize insights to improve program quality and student satisfaction.
Maintain and update CRM records for leads, event attendees, and corporate contacts to support future outreach and partnership building.
Coordinate logistics for off-site classes, retreats, or community programs including venue booking, transportation arrangements, participant communications, and on-site check-in.
Facilitate instructor continuing education logistics: schedule in-studio training, confirm CEUs, and coordinate stipend/compensation details with management.
Assist in piloting new program ideas (e.g., lunchtime yoga for employees, school-based youth yoga) by gathering data, recruiting pilot participants, and generating pilot reports for leadership review.
Provide basic analytics support by exporting class data, generating participation trend charts, and suggesting scheduling adjustments to improve occupancy and revenue.

Required Skills & Competencies

Hard Skills (Technical)

Studio management software proficiency (Mindbody, WellnessLiving, Acuity, or similar) — scheduling, bookings, reporting, and payment reconciliation.
Class registration and CRM management — lead capture, segmentation, automated reminders, and retention workflows.
Basic audio-visual setup and livestreaming tools (OBS, Zoom, RingCentral) for hybrid/online classes and recording.
Curriculum mapping and lesson planning for yoga classes across levels and specialties (e.g., prenatal, restorative, therapeutic, youth).
Inventory control and procurement for studio supplies, props, and product retailing.
Basic bookkeeping and invoicing — familiarity with point-of-sale systems and simple accounting tasks.
First Aid and CPR certification (current) and knowledge of safety best practices in group fitness settings.
Content management for studio websites and SEO-friendly class descriptions (CMS experience, basic HTML helpful).
Social media management and basic content creation for Instagram, Facebook, and email marketing platforms.
Data tracking and reporting — extracting attendance and revenue metrics into spreadsheets and preparing concise performance summaries.
Knowledge of ADA and inclusivity best practices for adapting classes and communications to varied abilities and needs.
Understanding of consent-based touch and physical adjustment ethics; training in trauma-informed approaches is a plus.

Soft Skills

Exceptional verbal and written communication tailored for students, instructors, and external partners.
Strong customer service orientation with empathy, patience, and a positive presence in high-volume studio environments.
Time management and multitasking skills to balance scheduling, class support, communications, and event logistics.
Problem-solving and conflict resolution skills for member issues, schedule changes, and vendor coordination.
High emotional intelligence and cultural competence when working with diverse student populations.
Collaborative team player mindset; ability to work closely with instructors, managers, and volunteers.
Attention to detail in record-keeping, class notes, and safety compliance.
Adaptability and comfort with changing priorities (e.g., last-minute substitute needs or tech failures).
Coaching presence and the ability to provide clear, compassionate verbal adjustments within scope of training.
Initiative to identify process improvements, pilot new programs, and proactively support studio growth.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent with demonstrated customer service or administrative experience; basic training or coursework in fitness/health preferred.

Preferred Education:

200-hour Yoga Teacher Training certification (or higher) OR an associate/undergraduate degree in kinesiology, exercise science, education, public health, or a related field.
Additional certifications such as prenatal, restorative, trauma-informed yoga, or group fitness instruction are a plus.

Relevant Fields of Study:

Kinesiology / Exercise Science
Education / Community Education
Public Health / Wellness Promotion
Recreation & Leisure Studies
Business Administration (focus on small business/retail operations)

Experience Requirements

Typical Experience Range:

1–3 years in a yoga studio, fitness center, community program, or related customer-facing role.

Preferred:

2–5 years of combined experience in studio operations, class coordination, front desk management, or program support with direct involvement in class delivery or curriculum assistance; experience with studio software, livestreaming, and basic marketing preferred.