Virtual Assistant in Medical Aesthetics Industry

Role Overview
We are seeking a proactive and detail-oriented Virtual Assistant to support a growing business in the medical aesthetics industry. This practice provides high-end aesthetic treatments and wellness services, combining personalized care with innovative techniques to deliver exceptional patient outcomes.
The Virtual Assistant will play a vital role in ensuring the business runs smoothly behind the scenes. Core responsibilities include managing client communications, organizing the inbox, handling scheduling across Google Calendar and the EMR, following up with leads and clients, and supporting bookkeeping and documentation tasks. In addition, the VA will assist with marketing initiatives such as social media management, podcast support, and event coordination, ensuring the brand maintains a consistent and professional presence.
By creating structure, streamlining processes, and ensuring no detail is missed, the Virtual Assistant will directly enable the business owner to stay focused on what she does best — delivering exceptional aesthetic services and growing the business.


Responsibilities:

Partner to the Client:
-Be trusted gatekeeper and strategic support by managing priorities, protecting the client’s time, and anticipating what they need. Proactively find ways to make work easier, streamline operations, reduce bottlenecks, help the business grow, and increase revenue.

Inbox & Email Management:
-Screen and organize emails across business and personal accounts, removing clutter and flagging important messages.
-Ensure patient communication and professional correspondence are prioritized and responded to promptly.

Calendar & Scheduling Support:
-Manage Google Calendar and EMR scheduling, ensuring synchronization across systems.
-Reschedule or optimize appointments to reduce downtime and improve patient flow.
-Support personal scheduling (e.g., medical appointments, personal errands) when needed.

Lead & Patient Follow-Up:
-Conduct timely follow-ups via calls, texts, and emails to convert new leads and re-engage inactive patients.
-Provide clear, professional answers to common questions about treatments, scheduling, and pre-/post-care instructions.
-Customer Service & Patient Communication:
-Provide warm, empathetic, and clear communication to patients, addressing questions about services, scheduling, and care instructions.
-Document all patient interactions in the EMR/CRM to ensure continuity and follow-through.

CRM Management & EMR Support:
-Help manage and optimize the AI secretary/EMR system as a light CRM.
-Maintain clean, updated patient records and pipelines for follow-ups and re-engagement.
-Assist with implementing GoHighLevel or another CRM if adopted in the future.

SOP & Documentation Support:
-Create and maintain SOPs (playbooks) for office workflows, onboarding, and patient communication.
-Ensure SOPs are accessible (Google Drive + physical binder) and compliant with medical/legal requirements.

Project Management:
-Create and maintain SOPs and playbooks for office workflows and patient communication.
-Keep documentation organized and accessible in Google Drive and physical binders.
-Support implementation of structured systems to ensure processes are consistent and repeatable.

Bookkeeping & Finance Support:
-Manage light bookkeeping tasks in QuickBooks, including coding expenses, reconciling invoices, and basic reporting.
-Assist with financial tracking alongside new AI-based CFO tools as implemented.

Social Media Management:
-Support Instagram and Facebook by responding to comments, DMs, and scheduling posts.
-Coordinate with content creators/agencies to ensure consistent posting.
-Assist with podcast-related tasks (posting, guest coordination, prep support).

Personal Assistance:
-Manage personal scheduling (appointments, reminders, and travel coordination).
-Assist with personal errands, reservations, and organizing personal to-dos.
-Provide general administrative support to reduce overwhelm and create balance between business and personal priorities.


Key Performance Indicators:

30-Day Mark:
-Inbox (business and personal) organized daily, with clutter cleared and urgent emails flagged.
-Calendar aligned across Google and EMR, with initial personal scheduling support in place.
-Lead follow-ups consistently handled in a timely manner, with outcomes logged in the EMR.
-Social media engagement support (replying to comments and DMs) active and consistent.
-The client feels initial relief from email and scheduling overwhelm.

60-Day Mark:
-Independently managing lead/patient follow-ups, reschedules, and routine treatment-related questions.
-80% of scheduling (business and personal) handled without escalation, optimizing the owner’s time.
-Draft SOPs/playbooks created for key workflows (lead follow-up, scheduling, documentation).
-Bookkeeping tasks in QuickBooks (coding expenses, reconciling invoices, generating reports) are consistently accurate.
-The client feels confident that communication, scheduling, and admin are being handled smoothly.

90-Day Mark:
-Full ownership of inbox, scheduling, lead follow-up, and documentation with minimal oversight.
-Calendar and EMR are consistently accurate and synchronized, ensuring smooth communication and scheduling.
-Personal tasks (appointments, reservations, errands) managed seamlessly alongside business support.
-SOPs/playbooks finalized and actively used, creating repeatable and efficient workflows.
-Marketing support (social media posting, podcast coordination, engagement) consistent and contributing to visibility and retention.
-The client experienced significant relief, able to focus on growth and client care with confidence in back-office support.


What Success Looks Like:

For the Client:
-Inbox and calendar are no longer overwhelming; emails and schedules are streamlined and consistently up to date.
-Leads and clients are followed up with quickly, ensuring no opportunities are lost.
-Client communication feels warm, professional, and consistent, building trust and loyalty.
-Bookkeeping and documentation are accurate, giving clear visibility into expenses and cash flow.
-SOPs and systems are in place, making operations smooth and repeatable.
-Personal tasks and scheduling are handled, creating balance and reducing stress.
-The client is free to focus on patient care, business expansion, and new offerings without being buried in admin work.

For the VA:
-Inbox, calendar, and EMR are consistently clean, accurate, and well-managed.
-Lead and client follow-ups are conducted on time, with outcomes documented in the system.
-Scheduling (business + personal) is proactive, with conflicts minimized and time optimized.
-Bookkeeping entries and reports are accurate, supporting predictable cash flow.
-SOPs/playbooks are created, updated, and actively used to keep workflows consistent.
-Marketing support (social media engagement, podcast tasks) is consistent, keeping the brand visible.
-The VA anticipates needs, reduces stress for the business owner, and directly contributes to growth by ensuring no detail slips through the cracks.


Qualifications:
-3 years+ as a Virtual Assistant, Executive Assistant, Administrative Assistant, or in a similar support role, preferably in a remote setup.
-Background in supporting service-based or healthcare/aesthetics businesses is a strong plus.
-Strong experience with calendar and email management (Google Workspace).
-Familiarity with EMR/CRM systems; experience with GoHighLevel or medical CRM platforms preferred.
-Proven experience with lead follow-ups via email, calls, or sms.
-Proven ability to document SOPs/playbooks and keep systems updated.
-Comfortable with social media platforms (Instagram, Facebook, and Tiktok) including posting, engagement, and content scheduling.
-Ability to support podcast tasks such as uploading episodes, coordinating guests, and preparing questions.
-Experience with project management tools such as ---------- , Trello, and Asana or similar platforms.
-Experience with basic bookkeeping (QuickBooks is preferred but not required).
-Proactive “A-player”: makes sound decisions with limited input, anticipates needs, and suggests better systems.
-Confident making follow-up calls, texts, and emails with clients in a professional, empathetic manner.
-Strong organizational skills with the ability to manage priorities and meet deadlines.
-Able to handle sensitive patient/client information with discretion and confidentiality.
-Tech-savvy and quick to learn new tools or systems.


You’re a Great Fit If You:
-Enjoy independent ownership and clear, proactive communication.
-Can take messy or unstructured workflows and turn them into simple, repeatable processes.
-Value consistency, accuracy, and responsiveness in every task.
-Are energized by supporting a growing business in the medical aesthetics industry.
-Anticipate needs before they become problems and take initiative to solve them.
-Balance professionalism with warmth when interacting with clients, ensuring they feel supported and cared for.
-Thrive in a role where you manage both business and personal tasks, creating real relief for the business owner.

Time Commitment:
-Full-time position with remote work setup
-8:30 AM - 5:30 EST Monday - Friday

What You’ll Get
-Competitive base salary
-13th Month Pay
-Performance-based incentives
-100% Remote work setup
-Opportunity to work with a high-growth team and industry leader

Our Hiring Process
-Shortlisted candidates will be contacted within 3–5 business days.
-Interview with the Recruiter
-Interview with the Hiring Manager
-Job Offer