Executive Assistant to the Managing Director

Executive Assistant to the Managing Director

Helping Organise and Support a Multi-Award-Winning Medi-Spa

Location: Remote

Job Type: Full-Time

Location Requirement: Philippines-based

Salary: $700 to $920 USD per month, depending on experience

Hours: Monday to Friday, 8am to 6pm UK time, with a one-hour unpaid lunch break

Benefits: 13th month pay, salary reviews, progression, performance bonuses, discounts on products we stock and 15 days’ paid leave inclusive of public holidays

About Us

Perfection is a high-end, multi-award-winning medi-spa in the Wiltshire countryside, specialising in laser hair removal, advanced skin treatments, aesthetics, electrolysis and wellbeing.

We are a team of 13 with a strong reputation for exceptional client care, high standards and a peaceful, luxurious experience.

Our purpose is simple: to help people look and feel amazing, while giving them precious time to switch off and focus on themselves.

We are now on an exciting journey to grow Perfection, with a stronger focus on laser hair removal, advanced skin treatments, aesthetics and results-led services.

Our team are at the heart of our business. We care deeply about our values, our standards, our clients and the way we treat each other. We believe in being honest, kind, proactive, responsible and proud of the work we do.

We are professional, but we are also warm, supportive and human. Details matter here, and so does genuine care.

About Me

Hi, I’m Michelle, the founder of Perfection.

I am creative, passionate, honest, caring and very driven. I love growing the business, improving things and building something special.

I am also very open about having severe ADHD, because it affects how I work.

My mind moves quickly, I have lots of ideas, and I often see opportunities before they have been fully organised into a plan. One minute we may be planning a laser event, the next we are reviewing KPIs, sorting payroll, improving the client journey or looking at a better way to run the business.

I do not need someone who simply waits for instructions.

I need someone who can help organise my thinking, protect my time, follow things through and help me turn ideas into completed projects.

The Role

This is not a basic admin role.

I am looking for an exceptional Founder’s Executive Assistant to become my right-hand person.

The purpose of this role is simple: to make life easier for Michelle, keep the business organised and help important things get completed.

I want someone who will tell me what they need in order to do a good job, ask for clarity when needed, and take pressure off me rather than adding to it.

You will support me across diary management, business administration, personal organisation, reporting, team follow-up, systems, SOPs, client journey tasks and general business operations.

Your overall mission is to help me spend more time growing the business, leading the team and focusing on the work only I can do.

The words I love to hear are:

“Don’t worry, I’ve already sorted it.”

Or:

“I spotted a problem. Here’s what I’ve already done, and here’s what I recommend.”

Key Responsibilities

Executive Support and Diary Management

• Plan my day, week and month.
• Prepare my daily schedule and keep me on track.
• Protect my diary, energy and focused business time.
• Organise meetings, appointments and reminders.
• Prepare me properly before meetings.
• Turn voice notes, messages and ideas into clear actions.
• Research things for me when needed.
• Help me prioritise what matters most.
• Gently help me stay focused when there are lots of ideas competing for attention.

Communication and Follow-Up

• Help organise and manage my inbox.
• Draft emails, replies, documents and updates.
• Summarise meetings and turn them into action lists.
• Communicate with the team on my behalf when needed.
• Follow up actions politely but persistently until they are completed.
• Make and receive business or personal calls when needed.
• Keep communication clear, calm and professional.

I am not looking for someone who thinks a task is complete because they sent an email. I am looking for someone who makes sure the task actually gets completed.

Personal Assistance

This role includes personal assistant support as well as business support.

This may include booking appointments, ordering groceries or household items, keeping track of birthdays, booking travel, organising reminders and helping with personal admin.

This part of the role requires trust, discretion, common sense and kindness.

Data, Reporting and Administration

You do not need to be an accountant or payroll expert, but you must be confident with spreadsheets, data, accuracy and detail.

Responsibilities may include:

• Organising information clearly into spreadsheets and reports.
• Helping track business costs, supplier spending and receipts.
• Preparing simple summaries for review.
• Helping monitor key business dates, including VAT, PAYE and supplier payments.
• Supporting weekly and monthly reviews by keeping information tidy, accurate and easy to understand.
• Collecting and organising staff hours, holiday, sickness and training information.
• Preparing weekly KPI reports.
• Tracking therapist turnover, retail sales, treatment course sales, consultation outcomes and client enquiries.
• Using AI and software tools to help organise information, improve spreadsheets and make admin more efficient.

Client Journey, Team Accountability and Systems

A big part of this role is making sure important things do not quietly disappear.

You will help me remember, check and follow up on things such as:

• Client enquiries and follow-up actions.
• Consultation records.
• Where enquiries and clients have come from.
• Clients who may have fallen off or not returned.
• Team actions.
• Stock checks.
• Training records.
• Standards checks.
• Marketing deadlines.
• Supplier information.
• SOPs, checklists and important business dates.

You will also help build and maintain our team intranet, organise key documents and create simple systems that save time.

This needs someone calm, polite, persistent and confident with follow-up.

Systems and Technology

You will need to be confident using technology and willing to learn new systems.

Experience with tools such as Outlook, Microsoft Teams, Replit, Canva, Phorest, Loom, Trello, ChatGPT or Claude is helpful, but not essential.

CRM or GoHighLevel experience is a bonus.

What matters most is that you are organised, quick to learn, competent using AI, confident making spreadsheets and able to use tools sensibly to make work easier, clearer and more efficient.

What Success Looks Like After 12 Months

• My week is planned before Monday starts.
• I know exactly what to focus on each day.
• My inbox is organised.
• Nothing important gets forgotten.
• Projects actually get finished.
• Staff actions are followed up.
• Reports and spreadsheets are organised and useful.
• Meetings are prepared properly.
• SOPs and systems are easy to find and use.
• The business feels calmer and more organised.
• I spend more time growing the business and less time chasing loose ends.

The Person We Are Looking For

You must be:

• Highly organised.
• Detail-focused.
• Calm under pressure.
• Reliable and consistent.
• Passionate and enthusiastic about doing a brilliant job.
• Excellent at follow-up.
• Confident with numbers, spreadsheets and organising data.
• Competent using AI or willing to learn quickly.
• Comfortable using technology and learning new systems.
• Excellent in spoken and written English.
• Able to make and receive calls when needed.
• Able to work independently.
• Able to take initiative.
• Able to take ownership.
• Able to plan effectively and meet deadlines.
• Able to follow instructions carefully.
• Able to think ahead and spot problems.
• An effective problem-solver, motivated to achieve high-quality results.
• Able to respectfully challenge me when needed.
• Comfortable working with someone who has ADHD (disorganised/chaotic)
• Kind, honest and genuinely caring.

This Role Is NOT For You If...

• You wait to be told what to do.
• You dislike change or learning.
• You send one email/message and then stop.
• You dislike following up with people.
• You prefer ticking boxes to solving problems.
• You find fast-moving ideas/chaos/disorganisation overwhelming.
• You are careless with details.
• You need a very quiet, slow or repetitive role.
• You are not naturally proactive.

Qualifications and Experience

Essential:

• Excellent spoken and written English.
• At least one year of relevant work experience.
• Strong organisation and time-management skills.
• Excellent attention to detail.
• Stable internet connection.
• Ability to work remotely and independently.
• Ability to follow instructions and use initiative.
• Ability to plan effectively and meet deadlines.
• Confidence making calls and communicating clearly.
• Confidence with spreadsheets, reports and basic business numbers.
• Effective problem-solver, motivated to achieve high-quality results.

Desirable:

• Experience supporting a business owner or founder.
• Experience with Microsoft Teams, Outlook, Trello, Canva or similar tools.
• CRM or GoHighLevel experience.
• An interest in the aesthetics, beauty/wellness industry.

Why Join Us?

• Full-time remote role.
• No weekend work.
• 13th month pay.
• 15 days’ paid leave inclusive of public holidays.
• Competitive salary and benefits.
• Salary reviews and progression.
• Performance bonuses.
• Discounts on products we stock.
• Weekly one-to-ones with me, Michelle.
• Opportunity to work directly with the founder.
• Opportunity to grow into a trusted senior role and progress.
• A professional, friendly, caring and supportive team.
• A chance to be part of a multi-award-winning medi-spa with big plans.
• A role where your ideas and improvements genuinely matter.

This is a fantastic opportunity for someone who truly cares and has a genuine passion for their work.

You will join a lovely, caring and passionate team, and you will have the chance to make a meaningful impact and contribute to something bigger than yourself.

We are very focused on personal development, so this role will grow you. You will learn new skills, be given responsibility and have the opportunity to develop personally and professionally as the business grows.

Hours

This is a full-time remote role based in the Philippines.

The hours are Monday to Friday, 8am to 6pm UK time, with a one-hour unpaid lunch break.

Reliability, consistency and communication are essential.

Application Process

If you wish to be considered as a serious candidate, please send your CV and a covering letter.

In your covering letter, please include:

• Why you think you should be chosen for this role over someone else. Please sell yourself.
• What attracted you to this role and why you think you would enjoy working with me.
• Your relevant experience.
• What AI tools or software you have experience with.
• How you would describe yourself in three words.
• Your favourite animal, so we know you have read the full job description.
• When you could start.

Please do not send a generic application, make your application stand out, I am looking for someone truly special.

The next stage may include answering a few short questions and completing a short sample task so we can understand your organisation, attention to detail, writing style and problem-solving ability. Shortlisted candidates will then be invited to a Zoom interview with Michelle.

The sample task will not be used for commercial purposes. It is purely to assess your skills.

Applications close Thursday 2nd July at 12.00am Philippines time.

Finally

I am not looking for someone who just wants to clock in and clock out.

I am looking for someone who wants to become a long-term part of the a multi-winning business.

Someone who is excited to become a trusted part of our journey and play a hugely important role in helping us grow the business, support our team, win more awards and make Perfection even more organised, successful and exceptional.

The right person will make a huge difference to my life and the business.

In return, I promise to invest in yours.

I can’t wait to meet you.

Michelle

Perfection MediSpa
Cowage Farm Park
Foxley
Wiltshire
SN16 0JH

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