Administrative Assistant (Full-Time/Remote)

Position Overview

Balance365® is seeking an Administrative Assistant. Applicants for this position should have a passion for customer service, be extremely detail oriented, and work well with remote team members as well as independently. This is a full-time, employee position that reports directly to our Director of Operations. This is a work from home position but applicants in the Kamloops, BC or Des Moines, IA area are highly preferred. The hours for this position have some flexibility but will primarily be centered around Monday through Friday 9am CDT- 5pm CDT with evening and weekend support during peak sales times (approximately 4 weeks per year). Salary for this position is $40-50k. 

This position will focus heavily on customer service, member account management, and directly support Balance365 co-founders, Jennifer Campbell and Annie Brees.  This will include responsibilities such as:  

  • Responding to all customer service requests in a timely manner that enhances member satisfaction
  • Maintain an accurate and detailed record of member experience, accounts and cancellations
  • Provide social media support
  • Provide excellent one-on-one executive support

Who We Are

Balance365 is a nutrition coaching company, founded in 2015, that empowers women to achieve their health and wellness goals through simplified nutrition, mindset transformation, and compassionate human-to-human coaching. Our members become confident with their choices, gain control around food, and get results that last.

Our mission is to become the best women’s health coaching company in the world so more women have the opportunity to live vision-driven, values-led lives. 

What We Believe In

Our company values are woven throughout Balance365. They serve a daily filter that greatly influences our decisions, behaviours and actions. While our individual core values may differ, it’s important the Balance365 team members consistently uphold our company values:

We honor autonomy

We embrace the process of growth

We tell the truth

We take care of each other 

We challenge the status quo

We hold each other accountable to practice and embody these values both internally as a team and externally with community members.  

Duties and Responsibilities

You will have three main responsibilities: 

  • Responding to all customer service requests in a timely manner that enhances member satisfaction
  • Manage member’s accounts to support an excellent coaching experience
  • Assist internal departments and team members with the implementation of short-term and long-range plans based on the company goals and growth objectives 

You will also be a key member of the Balance365 Operations Team, which entails:

  • Collecting, organizing, and sharing member feedback/testimonials and escalating urgent needs to management
  • Coordinates and executes delivery of office supplies and member gifts as needed
  • Drafts responses for routine correspondence and regularly recurring requests in alignment with the brand voice 
  • Provide temporary backup support to other team members without hesitation
  • Working and collaborating with the department director and other key team members to execute our big picture vision for the Balance365 brand
  • Analyzing, improving and where needed, collaborating with operations team to establish processes and systems
  • Always noticing where you can assist fellow team members, and enthusiastically pitching in when possible
  • Exemplifying growth mindset, and being open to blunt feedback and suggestions for improvement
  • Communicating clearly and effectively, both verbally and in writing
  • Establishing and nurturing collaborative working relationships with fellow team members at all levels of our organization
  • Displaying your commitment and ability to advance diversity and inclusion
  • Being a good, active listener
  • Having excellent interpersonal and customer service skills
  • Being tech savvy and willing to learn new technological tools
  • Working your strengths, and contributing your unique genius to our team

You Will Know You’re Successful In This Job If:

  • Member requests are appropriately responded to in a timely manner with minimal supervision
  • Offers exceptional customer service to all community members
  • Systems and procedures are followed to ensure members accounts and data are accurate and up to date
  • All work is carefully proofread, edited, and completed with an attention to detail 
  • Proficient in various software platforms used to manage member materials, payments, schedules, etc 
  • Proactively seeks ways to support the team and team members as workflow allows
  • Knowledgeable about Balance365 products and resources and able to make recommendations and suggestions to best support community inquiries   

What a Sampling of Balance365 Administrative Assistant May Look Like in a Month

  • Managing the primary Balance365 email inbox
  • Responding to member cancellation and billing inquiries
  • Tracking member data to help assess member completion retention, and cancellation rate
  • Verifying and approving member Facebook private group requests
  • Giving input and supporting the development of improved operation systems
  • Ordering supplies/gifts for team members as requested
  • Escalating urgent issues to appropriate department heads only when necessary   
  • Responding to team messages in Slack
  • Attending team meetings

This Position Is Not Right For You If You Are…

  • Someone who hasn’t read a customer service or business process book or listened to a podcast or webinar in the last month. A passion for professional development and personal growth is essential and we all strive for personal and professional growth at every turn.
  • Someone who has a lot going on already and doesn’t have the time and focus to really dive in.
  • Someone who isn’t willing to sign a non-compete and non-disclosure agreement.
  • Someone who prefers to be behind-the-scenes/not client-facing in the business.
  • Someone who wants to be an entrepreneur and run their own business. All our team members are “intrapreneurs.” You’ll have the freedom and flexibility to love what you do and be the best at your role, but if you want to run your own company in the near future then we are not for you. 
  • Someone who lives for the weekends and hates Mondays. We’re a mission-driven company who, at the core, is about changing the lives of everyone who comes into contact with our company. Being a service based company requires you to be available as our members’ schedules demand. If we have a project deadline or launch, then we’re all hands on deck. If this doesn’t sound exciting, then this role and our organization is not for you.

This Role Is Perfect For You If You…

  • Have a passion for top notch customer service
  • Excellent communication skills (written and verbal)
  • Excellent organizational skills and ability to prioritize workload of self
  • Love helping people 
  • Love a challenge and are resourceful when it comes to figuring things out and making them happen
  • Can work alone and don’t need your hand held every step of the way
  • Can work under pressure where you might have three projects on the go with tight deadlines
  • Can handle direct & blunt feedback
  • Have high standards, substandard work is not in your vocabulary
  • A distraction-free work environment, including:
    • A computer
    • Cell phone
    • High-speed internet 

Why This Job is Awesome

When you work with us, you’ll get: 

  • Opportunities to enroll in employee benefits program
  • Paid time off 
  • Experience in a fast-growing company where things change daily, new ideas come to life in a matter of weeks and everybody is fully invested, every single day.
  • Your hands dirty refining and developing more efficient systems. 
  • The chance to stretch professionally. If there is a skillset or topic you’re interested in, this is the place to learn and challenge yourself. 
  • Your voice heard! Every one of our team members has the chance to give input, create value and make a big impact on the future of our company. 
  • A team behind you that is cheerleading you, supporting you, guiding you and championing you. 
  • To do your work from anywhere: your living room, the coffee shop, a hotel pool… (when not client-facing)

If you’ve read through this description and you think this may be the right fit for you – now it’s time to take action and apply!

Application Instructions

If you’d like to be considered for this role please submit the following via email to jobs@balance365life.com with “Hello, is it me you’re looking for?” in the subject line

  • PDF of your resume and 2 employer references
  • Myers-Briggs and/or Enneagram Personality Type
  • 3 of your favorite health + wellness companies you follow