Full-Time Virtual Assistant – Medical Aesthetics / Med Spa

We are seeking a highly organized, professional Virtual Assistant to serve as our remote front desk, CRM manager, lead coordinator, social media, order processing, and marketing support specialist for a medical aesthetics practice.

This role requires strong communication skills, attention to detail, and comfort with sales, social media, and patient coordination.

40 hours per week

Patient Concierge & Scheduling

Lead Follow-Up & Conversion

CRM Management

Retail Order processing

Marketing & Content posting (social media, email, blog)

*Core Responsibilities

Patient Concierge & Scheduling
• Answer phones, texts, emails, and DMs during business hours
• Book and discuss consultations and treatments
• Confirm appointments (24–48 hrs prior)
• Ensure intake forms, consents, GFE, and credit card on file and discuss cancellation policy and notify and charge for no shows
• Document all interactions in CRM


CRM Management
• Manage patient records and lead pipeline
• Tag patients by service, concern, and status
• Run follow-up, reactivation, and post-treatment workflows
• Birthday month active memberships - contact and book for complimentary service
• Track no-shows, cancellations, and inactive patients

Lead Follow-Up & Conversion
• Follow up on all inbound leads
• Educate patients and overcome objections
• Track lead-to-booking conversion
• Provide weekly performance reports

Rewards Program Management
• Enroll and manage:
• Alle Rewards
• Evolus Rewards
• Colorescience Lasting Beauty
• and other Rewards programs

• Educate patients on point redemption
• Track rewards in CRM

Retail Drop Shipping
• Monitor incoming orders
• Process drop-shipping to client
• Track shipping status and issues
• Document purchases in CRM
• Assist with uploading product images and descriptions to website
• knowledgeable in Shopify and Woo commerce


Marketing & Content
• Post and interact daily on social media accounts
• Respond to comments and DMs
• Write 1 SEO blog weekly and post
• Create monthly email newsletters with graphics
• Follow annual content calendar

Required Skills
• Excellent written & verbal English
• Experience with CRM & scheduling software
• Canva + basic marketing knowledge
• Social media management experience
• Detail-oriented & sales confident
• Shopify or Woo commerce experience
• Appointment setting and calendar management

KPIs
• <5 minute response time
• Lead ? booking conversion rate
• No-show reduction
• Rewards enrollment 90-100%
• Retail revenue influenced
• Content consistency