Executive Assistant for Martial Arts Academy

Executive Assistant to the Owner (Part-Time, On-Site)

Gibborrim Academy of Martial Arts – O’Fallon, IL
Schedule: Mon–Thu ~1:00–6:00 PM (≈20 hrs/wk)
Pay: $23/hr (W-2)

About the Role

We’re a high-performance Wing Chun Kung Fu academy dedicated to helping people become stronger—physically, mentally, and ethically.

Gibborrim Academy of Martial Arts is a small, founder-led, veteran-owned organization built on discipline, focus, and continuous improvement. You’ll work directly with the Owner and CEO—a martial arts instructor and sports dietitian—in a hands-on environment where every contribution makes an immediate impact.

We are seeking a highly organized Executive Assistant to support the daily operations of a structured, mission-driven martial arts academy.

This role works directly with the Owner to maintain systems, manage details, and ensure the business runs smoothly behind the scenes.

This is a long-term, part-time position with consistent hours. This role is best suited for someone whose current situation aligns well with consistent part-time work. You will play a key role in maintaining the systems and structure that keep the academy operating at a high level.

Key Responsibilities
Administrative & Operational Support

• Manage student records, contracts, and attendance (in Zen Planner).
• Track purchasing, inventory, receipts, and simple reporting metrics.
• Maintain supplies, organize files, and keep office/event areas ready.
• Handle light bookkeeping and process documentation.

Marketing & Communication Support

• Draft and send emails, student updates, and internal communications.
• Assist with social-media scheduling and basic Canva design (training provided).
• Track and organize campaign metrics, ads, and community outreach.

Projects & Events

• Coordinate logistics for workshops, demos, and community events.
• Support registration, setup, and follow-up tasks.

Who Thrives Here

• You love order, checklists, and completion—not chaos.
• You think three steps ahead and take initiative to remove tasks from the Owner’s plate.
• You are dependable, composed, and able to manage your responsibilities with consistency.
• You naturally align with a culture that values health, learning, and growth.
• You appreciate direct communication, high standards, and meaningful work.
• You are comfortable working in a supporting role and take pride in helping operations run smoothly behind the scenes.

Qualifications

• Reliable, organized, and professional; strong follow-through.
• Excellent written and verbal communication skills.
• Comfortable with Google Workspace; open to learning Zen Planner, ClickFunnels, and Monday.
• Prior experience in administration, operations, or marketing preferred.
• Character and consistency matter more than credentials.

Work Details

• Hours: Approximately 20 per week with consistent scheduling.
• Schedule: Mon–Thu 1 PM – 6 PM (occasional evenings/weekends for events).
• Compensation: $23/hr
• Location: Gibborrim Academy of Martial Arts, O’Fallon IL.

Culture & Environment

This role works directly with the Owner—a Marine Corps veteran, martial-arts instructor, and sports dietitian—in a culture that emphasizes discipline, focus, and continuous improvement in both body and mind.
The ideal candidate brings steady energy, composure, and self-management—habits that reflect professionalism and the standards we teach our students.

Perks & Opportunities

• Full scholarship to the Adult Wing Chun program (self-defense & fitness).
• Professional development in small-business operations, marketing, and leadership.
• Family-oriented culture grounded in Humility, Respect, Compassion, Dedication, and Honor.
• Meaningful work with visible impact on students and families.

How to Apply

Please apply by emailing your application to gibborrimacademy@gmail.com with the subject line:

Executive Assistant – [Your Full Name]

Include both documents as PDF attachments:
1. Your résumé
2. A thoughtful cover letter that answers the following four questions:

• Why does this role interest you?
• How do your skills align with the responsibilities?
• Share one example of how you’ve successfully supported a leader or team.
• What about Gibborrim Academy’s mission resonates with you?

Applications submitted without a cover letter will not be considered.
We value attention to detail, clarity of thought, and genuine interest in joining a mission-driven organization.

Job Type: Part-time

Pay: $23.00 per hour

Benefits:

• Employee discount
• Professional development assistance

Work Location: In person