Personal Training Administrative Assistant

Job Description

Job Description

At Oxford Athletic Club, wellness is not a destination—it's a journey, and our team plays a vital role in inspiring that journey every day. As Pittsburgh’s premier destination for health, fitness, and community, we offer state-of-the-art fitness and aquatics, racquet sports, massage therapy, youth programs, and more.

Recognized nationally by the Health & Fitness Association for excellence, OAC is committed to creating experiences that empower every member to move, grow, and thrive. We believe in recognizing our employees, valuing their strengths, and supporting their growth at every stage of their career.

If you’re passionate about making a meaningful impact and being part of a team that elevates every experience with purpose, we’d love to connect with you!

The Fitness Department Administrative Assistant provides essential administrative and operational support to the Personal Training Department at Oxford Athletic Club. This position ensures accuracy and organization across payroll, scheduling, onboarding, data reporting, and departmental communication.

While primarily administrative, this role includes up to 10–15 hours per week of personal training or floor support to stay connected to member engagement and departmental operations. The ideal candidate is highly organized, detail-oriented, and professional, with strong communication skills and an ability to thrive in a dynamic fitness environment.

Key Responsibilities

Administrative & Operational Support

• Manage the day-to-day administrative functions of the Personal Training Department, ensuring seamless coordination across scheduling, payroll, and reporting.
• Maintain department records including payroll documentation, trainer certifications, and onboarding materials.
• Prepare reports, data summaries, and meeting materials for the Personal Training Manager.
• Support communication between trainers, management, and other departments (Membership, Marketing, Front Desk).
• Assist in maintaining Thrive class and Sports Performance schedules, ensuring program accuracy and visibility.
• Participate in MOD program
• Uphold Oxford Athletic Club’s brand standards for professionalism, organization, and service excellence.
• Assists PT manager with auditing sessions taking place day to day.

Onboarding & Staff Support

• Coordinate onboarding logistics for new trainers, including system access, orientation scheduling, and completion of necessary documentation.
• Maintain the 30-60-90 day onboarding process in collaboration with the Personal Training Manager.
• Track all trainer certifications, CPR renewals, and continuing education requirements.
• Schedule staff workshops, team meetings, and internal education sessions.

Payroll, Scheduling & Reporting

• Accurately collect and submit biweekly trainer payroll.
• Oversee trainer schedule adjustments, coverage, and time-off requests in coordination with the Personal Training Manager.
• Maintain session tracking and performance reports to support data-driven decision-making.
• Assist in tracking departmental KPIs including revenue, utilization, and engagement metrics.

Continuing Education & Event Coordination

• Coordinate all logistics for hosting certification workshops and continuing education events.
• Manage scheduling, communication, registration, and setup for hosted certifications and professional development programs.
• Promote education opportunities to staff and external participants, strengthening Oxford Athletic Club’s position as a preferred host site.
• Support recruitment initiatives by leveraging nationally accredited fitness partnerships to attract, identify, and onboard newly certified trainers.

Member Experience & Communication

• Provide administrative support for member inquiries related to personal training, Thrive, and Sports Performance programs.
• Assist in creating flyers, sign-ups, and communications for department promotions, workshops, and challenges.
• Track event participation and member feedback to enhance engagement and retention.

Training & Floor Support (10–15 Hours/Week)

• Maintain a presence on the fitness floor (maximum of 10–15 hours weekly) for personal training sessions or member interaction.
• Reinforce club standards for cleanliness, professionalism, and service.
• Serve as a brand ambassador for Oxford Athletic Club’s mission, vision, and values.

Qualifications

Education & Experience

• Associate or bachelor’s degree in business administration, Exercise Science, or related field (preferred).
• 2+ years of administrative, coordination, or operations experience (fitness, hospitality, or service industry preferred).
• Excellent organizational and time-management skills with strong attention to detail.
• Proficiency in Microsoft Office Suite, Google Workspace, and club management software (Club Automation experience preferred).

Certifications (Required)

• Current nationally recognized Personal Training Certification (NASM, ACE, NSCA, or ACSM).
• Current CPR/AED Certification (within 30 days of hire).

Preferred Skills

• Familiarity with fitness operations, payroll systems, and scheduling platforms.
• Ability to manage sensitive employee and member data with discretion.
• Strong interpersonal communication and collaboration skills.

Compensation & Benefits

• Full-time salary position with benefits eligibility (health, dental, vision, and club membership privileges).
• Limited personal training hours compensated at elite training rate (maximum 10–15 hours per week).
• Opportunities for continued education, professional growth, and advancement within the Oxford Athletic Club organization.

Job Type: Full-time

Benefits:

• Dental insurance
• Employee discount
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Ability to Commute:

• Wexford, PA 15090 (Required)

Ability to Relocate:

• Wexford, PA 15090: Relocate before starting work (Required)

Work Location: In person