Administrative Assistant

Please be sure to read this entire page before applying. Thank you!

We are currently accepting applications for this position!

Join our mission to revolutionize the plant-powered universe as our BADASS Administrative Assistant, propelling The Vegan Gym to soaring new heights! You must be self-motivated, hungry to learn and grow, driven, and willing to always go the extra mile for our audience, clients, team, and company.

About The Vegan Gym

We are on a mission to help 1,000,000 vegans get into the best shape of their lives. We firmly believe that the more healthy, fit vegans there are in the world, the faster veganism will spread. Let’s work together to inspire change, spread compassion, and challenge the status quo! 💪🌱

Our main offer is our 1-on-1 coaching program, the Vegan Superhero Academy (VSA). We designed this online health and fitness program to help vegans look and feel their best. Since 2018, our team has coached over 2,000 vegans from around the world to help them transform their bodies and lives.

Combine that with our amazing reviews, and it’s no surprise that the Vegan Superhero Academy has become the most trusted vegan coaching program in the world! Check out the video below to learn about our VSA community.

Our Core Values

Our Core Values are the heart and soul of our incredible team. If you don’t think, “HECK YEAH! I’m 100% aligned with these Core Values!!” after reading them, then The Vegan Gym is not the right team for you. It is IMPERATIVE that you align 100% with our Core Values.

Job description

The Vegan Gym is at the forefront of the vegan health and fitness movement, offering unparalleled online coaching services to those passionate about plant-based living and optimal health. As we continue to grow and impact more lives, we're looking for an independent, highly motivated, enthusiastic Administrative Assistant to join our team.

This is a full-time, remote position. In this position, you will be part of our Operations Team and report to Kira, our Director of People & Operations. Our Administrative Assistants are Swiss Army Knives, acting as cross departmental support and assisting with all aspects of our company’s efforts. Some general responsibilities include: creating processes and workflows to improve team efficiency, assisting with monthly bookkeeping, managing state payroll and tax filings, supporting the marketing department, ensuring that all administrative functions related to client satisfaction are in order, managing client databases, assisting with online events, helping to organize EPIC vegan events (the best vegan events in the world, in our humble opinion), and generally doing everything needed to keep our team running as effectively as possible. You will be an integral part of a rapidly growing team on a mission to change the world! 🙌

What you will be doing in this role MATTERS. The Vegan Superhero Academy is changing thousands of lives and making a massive impact in the world by helping to spread veganism. You can directly transform lives in this position and play a critical role in spreading the vegan message!

To learn just how much this program changes lives, please watch Mikey’s story below.

Key Responsibilities

As mentioned above, in this role, you will be our team’s Swiss Army Knife, which means that you will be wearing a lot of hats. Your responsibilities will be dictated by the ever-evolving needs of our team, but here are some main responsibilities you will be part of:

  • Manage calendars, schedule meetings, take meeting notes, and coordinate team events. Ensure all appointments, meetings, and events are organized and run smoothly, optimizing team productivity and efficiency.

  • Help plan, organize, and run team and client events. Running events could include grabbing groceries for our team, cooking team meals, doing 46 laundry loads of bedding and towels in a laundromat after a client retreat, packing up a moving truck to move gear to an event, and just generally doing whatever is needed to make every event run smoothly and be better than our last. It’s also important that you bring energy and enthusiasm to create memorable experiences for our team and clients.

  • Keep financial records organized and up-to-date in Quickbooks, upload receipts, pay vendors, and collaborate with our accountant to ensure smooth financial operations.

  • Welcome new clients, assist them through onboarding, check in with them at various points along their journey to see how things are going, and acknowledge all they accomplished in our program with thoughtful graduation emails. You will also help foster supportive and vibrant online communities for our clients and audience.

  • Contribute to the creation and scheduling of engaging content that brings massive value to our audience, and respond to social media comments. This includes documenting and highlighting client success stories to build trust and credibility.

  • Manage our support inbox and respond to client inquiries promptly and professionally, maintaining a high standard of customer service and ensuring client satisfaction.

  • Ensure all company documents are up-to-date, well-organized, and easily accessible, maintaining a high level of order and efficiency.

  • Update process documents, systems, and automations to ensure smooth operations. Monitor and analyze the effectiveness of all initiatives you are involved in and provide insights and recommendations for improvement.

  • Quickly learn and master new software programs like Asana, Airtable, ChatGPT, Zapier, Cronometer, Canva, etc. to maximize our team’s efficiency, and utilize spreadsheets and other data analysis/reporting tools to track company metrics. Furthermore, you will provide technical support to the team as needed for all of the software programs we use.

  • And everything else a Swiss Army knife needs to be able to do! 😉

Expectations

  • You must want to win. At The Vegan Gym, we are on a mission to help 1,000,000 vegans get into the best shape of their lives and DOMINATE the vegan health & fitness industry. Our audacious goals require that we refuse to settle for anything less than our best. If you don’t enjoy being pushed outside of your comfort zone and constantly learning, growing, and improving, this is not the right team for you.

  • You must be meticulous. We firmly believe that excellence is in the details. You need to always put in your 100% effort. When we’re planning events, you need to be accountable for a wide range of detailed tasks, from booking our guest speaker’s travel itinerary to sourcing the perfect slingshot for our fruit-slinging event and everything in between. We pay close attention to every detail and put maximum effort into every task, from the mundane to the critical.

  • This is NOT a 9-5 job. Most of the time, you will work from home and will have flexibility in your schedule, but there will be long work days as needed to meet deadlines. You can expect to work about 45 hours per week on average. Please note that our operations team needs to be available 8-5PM ET. Candidates living outside the U.S./Eastern Time Zone need to have the ability to be online during this timeframe and be able to occasionally travel to the U.S. without issue.

  • You must be a rockstar at solving problems with minimal guidance. You will not be micromanaged in this role. You will be given tasks and problems to solve, and you will be expected to complete/solve them effectively and efficiently with minimal guidance. This includes being proactive and solving small issues before they become big problems. If you want to be an assistant who organizes papers and gets coffee for people (figuratively speaking, because we are a remote company), then this is NOT the right position for you.

  • You must be highly self-motivated. You must be able to maintain a high level of output working in a remote setting. Success in this role requires mastery of self-motivation, time management, focus, and productivity, along with a distraction-free work environment. Most of your time will be spent on your computer.

  • You must love to learn. To succeed in this role, you must have an insatiable desire to learn new systems, skills, and software programs. We believe if you’re not growing, you’re dying. And we’re here to grow.

  • You must be enthusiastic. In your role, you’ll be expected to tackle all tasks and interactions with enthusiasm and a can-do attitude, from racing to meet stressful deadlines to calling state tax agencies to client check-ins to rolling up your sleeves and cleaning out trash cans at team events. We believe there is real magic in enthusiasm.

Requirements

This role is perfect for an energetic administrative superstar who thrives in a lively, dynamic environment and is eager to apply a diverse skill set to make a meaningful impact. From guiding clients through their wellness journey to keeping our social media buzzing with excitement, you'll be at the heart of our mission to empower people with a plant-powered lifestyle. If you're ready to bring your organizational prowess, attention to detail, and passion for helping others to a team that values creativity and results, read on to see if you have what it takes to excel in this pivotal role:

To be eligible for this role, applicants must:

  • Be a vegan who is passionate about veganism, fitness, and plant-based nutrition 💪🌱

  • Be 100% aligned with our Core Values

  • Be highly competitive and on FIRE to make a massive impact in the world! 🔥

  • Have an extremely high level of work ethic

  • Be able to professionally and effectively communicate with lots of different personalities, from team members to clients to partners and vendors, through a variety of platforms (texting, email, Zoom video calls, in-person, etc.)

  • Be tech-savvy and extremely comfortable learning new software programs

  • Have access to high-speed internet during all working hours

  • Be exceptionally organized and detail-oriented (our team believes excellence is in the details)

  • Possess excellent communication skills, both written and verbal

  • Enjoy working collaboratively as a team player

  • Have a passion for promoting a vegan lifestyle and helping others thrive

  • Be adaptable and ready to tackle a variety of tasks (often under tight deadlines) with enthusiasm

  • Be proactive and able to anticipate the needs of the team and clients

  • Have customer service experience (please be sure to detail this in your application)

  • To thrive in this position, you must be EXTREMELY detail-oriented. Our team firmly believes that excellence lies in nailing every detail.

  • Event planning experience is a huge plus!

  • Skills in graphic design and/or website/funnel/landing page building are also huge pluses! (please be sure to add links to your creative work in your application)

Benefits

There are many perks to this position:

  • You can work from home (or anywhere in the world) 🌎

  • You'll have a direct role in transforming thousands of lives and have the opportunity to watch their transformations from start to finish! 💪

  • The opportunity to spend all of your work time with other awesome vegans! Our entire team and all of our clients are vegan! 🌱🐮🐷🐔😊

  • You will have paid time off and can work flexible hours.

  • A dynamic, supportive, and purpose-driven work environment. ❤️

  • There is huge growth potential and endless opportunities within our fast-growing team! 🔥

  • The chance to make a significant impact in promoting health, wellness, and veganism.

  • Limitless opportunities for personal and professional growth! 🚀 For example, at The Vegan Gym, we have a Team Book Club that allows us to grow and learn together. Some recent books we’ve read as a team include Atomic Habits by James Clear, Extreme Ownership by Jocko Willink and Leif Babin, Shoe Dog by Phil Knight, Unreasonable Hospitality by Will Guidara, and The Ideal Team Player by Patrick Lencioni.

  • Company-covered travel and accommodation expenses for attending team events like our Vegan Superhero Retreats (see video below). Attendees have called this retreat “The BEST experience of my life!” and “A truly life-changing experience.” One attendee who has been to hundreds of vegan events over the past 30 years called the Vegan Superhero Retreat “the best vegan event in the world.” You don’t want to miss the power of this special experience!

  • Note: We currently do not provide health insurance or a 401K plan. We are a small company, and insurance costs are prohibitively expensive. But we do offer health and fitness coaching from our world-class team to help you feel (and look) your best! 😄

Why You'll Love Working With Us:

  • Impact: Every day, you'll be directly contributing to the betterment of people's lives while saving animals and the planet! 🐮🌎❤️

  • Culture: Join a team where hard work is celebrated and wellness is not just preached but practiced.

  • Growth: We're on a fast track to becoming the go-to vegan health and fitness platform, offering unparalleled opportunities for personal and professional development.

  • Flexibility: Enjoy the freedom to innovate and operate in a way that maximizes your strengths and impact.

COMPENSATION

You will start in this position at a salary of $50,000 USD with upward earning potential based on performance. All compensation will be paid twice monthly (on the 1st and 15th).

PLEASE NOTE: Please take your time to answer each question in detail. We receive many applications, and we are unable to interview every applicant. Please be sure your application stands out!

Want to Learn More?

If you would like to learn more about our team and company before applying, feel free to watch this 12-minute video of The Vegan Gym Story, listen to OUR MISSION podcast episode in which The Vegan Gym founders (Leif and Anders) talk about The Vegan Gym’s mission in detail, or listen to The Vegan Gym’s Core Values podcast episode in which Leif and our team’s COO, Daphne, discuss what our 5 Core Values mean to us. Enjoy! 😊