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Key Responsibilities and Required Skills for Yoga Studio Assistant

💰 $ - $

OperationsCustomer ServiceWellnessFront Desk

🎯 Role Definition

The Yoga Studio Assistant is the energetic, customer-focused professional who maintains smooth daily studio operations, delivers exceptional front desk service, supports teachers and studio managers, and helps grow community engagement and membership retention. This role blends reception, sales, studio upkeep, scheduling administration (Mindbody/Zen Planner/Acuity), event support, basic bookkeeping, and light marketing — all while embodying a calm, service-first attitude aligned with the studio’s brand and values.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Front Desk Receptionist or Customer Service Representative
  • Retail Sales Associate with wellness/fitness experience
  • Newly certified Yoga Teacher (200 RYT) transitioning into studio ops

Advancement To:

  • Studio Manager / Operations Manager
  • Community & Membership Manager
  • Regional Studio Lead or Multi-studio Operations Manager
  • Studio Owner or Franchise Operator

Lateral Moves:

  • Events & Workshop Coordinator
  • Retail & Merchandising Specialist
  • Digital Marketing or Social Media Coordinator

Core Responsibilities

Primary Functions

  • Greet students and guests warmly at arrival, manage check-ins and class sign-ins, confirm reservations and manage waitlists using scheduling platforms such as Mindbody, Zen Planner, Acuity, WellnessLiving or Squarespace Scheduling.
  • Process class purchases, membership sign-ups, renewals, drop-ins, and retail sales accurately using POS systems (Square, Mindbody Payments, Shopify) and explain membership tiers, perks, and promotions to prospective members.
  • Manage front desk communications — answer inbound phone calls, respond to email and social media inquiries promptly and professionally, and maintain a helpful, brand-aligned tone.
  • Maintain class schedules, update cancellations, replace teachers or find subs when needed, and coordinate teacher schedules and classroom assignments in collaboration with the studio manager.
  • Prepare the studio for each class by setting up mats, props, bolsters, blankets, blocks, straps and sound systems; adjust lighting, temperature, and ambient music to meet class needs and safety standards.
  • Maintain a clean, welcoming studio environment: tidy reception area, yoga room(s), restrooms, retail displays, and storage — perform opening and closing checklists consistently.
  • Reconcile daily cash drawer and POS transactions, process refunds or credits per studio policy, and prepare deposit reports or daily sales summaries for the studio manager or bookkeeper.
  • Support membership retention initiatives: follow up with lapsed members, promote class packages and workshops, collect feedback and escalate concerns to management for resolution.
  • Onboard new students: provide studio orientation, explain class etiquette and policies, assist with introductory offers and provide recommendations for class types and teachers based on student goals.
  • Implement and enforce studio policies (late arrival, cancellation, safety) courteously and consistently to protect class flow and teacher safety.
  • Assist instructors before, during, and after class with equipment needs, studio setup, and student flow; ensure teachers receive timely communications about schedule changes and studio logistics.
  • Maintain accurate member records and attendance logs in CRM/scheduling systems; perform data entry tasks such as updating contact details, managing recurring payments, and tagging members for campaigns.
  • Assist with light bookkeeping tasks: enter receipts, track petty cash, organize invoices, and liaise with external accountants or bookkeepers for payroll and tax documentation.
  • Coordinate and support studio events, workshops, retreats and teacher trainings: manage registrations, assist with vendor logistics, set up event spaces, and staff events on-site.
  • Support merchandise inventory management: track stock levels, reorder retail items and props, price and display new merchandise, and run promotional retail events.
  • Handle customer complaints or sensitive situations with empathy, escalating to the studio manager when appropriate and documenting incidents, injuries, or policy violations.
  • Monitor safety and hygiene protocols: ensure COVID/health guidelines and sanitation procedures are followed, restock cleaning supplies, and report maintenance issues promptly.
  • Facilitate basic digital class delivery: assist with livestream setup, Zoom/YouTube/Livestream management, class recording uploads, and troubleshooting minor technical issues for instructors and participants.
  • Execute light marketing and community outreach tasks: share class updates, promote workshops, help craft email newsletters, maintain class and event pages, and assist with in-studio promotions to increase attendance and brand visibility.
  • Track attendance and engagement metrics, report weekly trends to studio leadership, and suggest actionable improvements to scheduling, promotions or class offerings based on observed data.
  • Train and mentor new front desk staff and volunteers on studio systems, customer service standards, emergency procedures, and daily operational workflows.
  • Maintain confidentiality of member records and financial information; ensure compliance with data protection and payment security policies.
  • Support teacher payroll and class credit tracking by compiling attendance sheets and verifying substitute hours when needed.
  • Manage gift card sales and redemptions, promotional codes, and credit balances within the chosen management software and POS systems.
  • Coordinate multi-channel communications for cancellations and weather-related closures, ensuring class registrants receive timely updates via email, SMS and social media.
  • Assist in developing and implementing studio promotions, referral programs, and introductory offers to drive new member acquisition and retention.

Secondary Functions

  • Support social media posting cadence by collecting class highlights, photos and short captions; help monitor engagement and respond to comments/messages.
  • Contribute to community-building initiatives such as outreach programs, partnership development with local businesses, and participation in neighborhood events.
  • Help create or update in-studio signage, informational brochures, and onboarding packets for new members.
  • Assist with light graphic edits, event page creation, and uploading content to the studio website and scheduling platforms.
  • Participate in studio team meetings, contribute ideas for improving member experience, and help implement pilot programs or promotions.
  • Provide ad-hoc reports on membership trends, attendance spikes, and the impact of promotions to support data-driven decision making.
  • Maintain a rolling supply list and manage vendor relationships for studio consumables and equipment repairs.
  • Assist in organizing annual inventory counts and reconcile with point-of-sale records.
  • Support teacher recruitment efforts by coordinating audition schedules, collecting resumes and certifications, and communicating next steps to candidates.
  • Provide occasional translation or multilingual support for members when language skills are available, improving accessibility and member experience.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficiency with studio management and scheduling software such as Mindbody, Zen Planner, Acuity, WellnessLiving, or Vagaro.
  • Experience using point-of-sale systems (Square, Clover, Mindbody Payments) and e-commerce platforms (Shopify).
  • Basic bookkeeping skills: cash reconciliation, daily sales reporting, invoice processing and familiarity with QuickBooks or similar accounting tools.
  • Strong email and calendar management with Gmail/Google Workspace or Microsoft Office 365.
  • Familiarity with CRM tools and membership databases; ability to run reports and maintain data integrity.
  • Comfort with livestreaming platforms and virtual class tools (Zoom, Vimeo, YouTube Live) and basic A/V troubleshooting.
  • Competence in social media platforms for business (Instagram, Facebook) and experience posting and scheduling content using tools like Later or Hootsuite.
  • Ability to operate basic studio equipment: audio systems, thermostats, lighting controls and small maintenance tasks.
  • Retail merchandising: SKU tracking, pricing, inventory management and using inventory modules within POS or e-commerce systems.
  • Knowledge of payment security best practices (PCI compliance) and secure handling of credit card data.
  • CPR and First Aid certification (preferred or required by some studios) and the ability to respond to on-site medical incidents.

Soft Skills

  • Exceptional customer service and hospitality skills — warm, patient, and solution-oriented with a focus on member retention and community building.
  • Clear, professional written and verbal communication; ability to explain policies, resolve conflicts, and provide friendly guidance.
  • High level of organization and attention to detail — capable of managing multiple tasks, schedules and competing priorities.
  • Empathy and emotional intelligence when handling sensitive member situations or complaints.
  • Sales aptitude with a consultative approach to promote memberships, class packs, workshops, and retail.
  • Team player mindset with reliability, punctuality and a calm presence under pressure.
  • Initiative and proactive problem solving; ability to anticipate needs and take ownership of studio operations.
  • Adaptability and flexibility with scheduling; willingness to work evenings, weekends and cover additional shifts during events.
  • Confidentiality and professionalism when handling private member and financial information.
  • Cultural sensitivity and commitment to creating an inclusive, welcoming atmosphere for practitioners of all levels.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent.

Preferred Education:

  • Associate’s or Bachelor’s degree in Business, Hospitality, Communications, Kinesiology, Exercise Science, or related field.
  • Certification or coursework in customer service, retail management, or studio operations is a plus.

Relevant Fields of Study:

  • Business Administration
  • Hospitality Management
  • Exercise Science / Kinesiology
  • Communications / Marketing
  • Wellness or Holistic Health

Experience Requirements

Typical Experience Range:

  • 1–3 years of customer-facing experience; 1+ year preferred in a fitness, wellness, retail or studio environment.

Preferred:

  • 2+ years working in a yoga studio or boutique fitness studio, or directly supporting wellness classes and teachers.
  • 200-hour Yoga Teacher Training (RYT-200) or equivalent is highly valued and often preferred for candidate understanding of class flow and teacher needs.
  • Demonstrated experience with Mindbody, Zen Planner, Square, or similar studio/software and a track record of driving membership sales and retention.
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