Executive Assistant - Virtual Assistant

This is a remote position.

Virtual Rockstar is hiring a full-time Executive Assistant on behalf of our client a growing, high-touch medical aesthetics/medspa practice. This role blends executive support, medspa operations, and light marketing. The ideal candidate is proactive, detail-obsessed, and excellent with client communication. (HIPAA-trained candidates strongly preferred.)

Our client delivers premium, results-driven aesthetic care with a focus on safety, education, and an elevated guest experience. The team values professionalism, confidentiality, and warm, concierge-level service across every touchpoint online and in clinic.

Responsibilities

Medspa Marketing & Client Engagement

• Manage social content and cadence (posts, reels, stories, trends) and engage with the community.

• Build and send email newsletters (promotions, education, seasonal specials).

• Monitor and respond to reviews on Google, Yelp, RealSelf with a professional, on-brand voice.

• Assist with Facebook/Instagram ads setup, assets, and performance reporting.

• Coordinate loyalty/referral communications.

• Create and maintain treatment prep & post-care guides and client resources.

Medspa Operations & Admin

• Own appointment scheduling, reschedules, confirmations, and reminders.

• Maintain the client CRM (treatment history, notes, preferences) with impeccable data hygiene.

• Send post-treatment follow-ups and thank-you notes.

• Coordinate in-person and virtual events (VIP nights, Botox parties, seasonal promos).

• Track inventory (skincare, injectables, supplies); liaise with vendors and reps for reorders/training.

• Build weekly/monthly reports on bookings, revenue, and KPIs.

• Document workflows and SOPs for consistent execution.

Owner's Executive Management

• Inbox & calendar management: triage priorities, schedule meetings, confirm appointments.

• Plan travel logistics (flights, hotels, conference schedules, itineraries).

• Prepare reports, presentations, decks, and talking points.

• Organize staff meetings: agendas, recaps, action items, and follow-through.

• Serve as a professional point of contact for vendors, partners, and team inquiries.

Personal & Family Coordination (as needed)

• Coordinate children's school and activity schedules (rehearsals, practices, games, lessons, tournaments).

• Track school calendars (holidays, early dismissals, conferences); coordinate custody schedules.

• Book medical/dental/specialist appointments; research and enroll in camps/tutoring/activities.

• Plan family travel (itineraries, reservations, packing checklists).

• Support household logistics: online orders, gifts, event planning, and reminders for key dates.

• 3+ years of experience as an Executive Assistant, Operations Coordinator, or Practice/Admin Manager (medspa/medical setting a plus).

• HIPAA-aware (training/certification strongly preferred); proven discretion with sensitive information.

• Excellent written and verbal English; polished client communication and professional phone etiquette.

• Strong organizational skills, time management, and follow-through; thrives in a fast-moving, detail-heavy environment.

• Confident with marketing/admin tools: social platforms (IG/FB), review sites (Google/Yelp/RealSelf), email platforms (e.g., Mailchimp/Klaviyo/CRM-native), basic ad platform workflows, and spreadsheets/presentations.

• CRM experience (client profiles, notes, tagging, segmentation, reporting); event coordination experience a plus.

• Proactive problem-solver with high ownership, positive attitude, and service-first mindset.

• Able to work U.S. business hours and support occasional after-hours needs for events or time-sensitive items.

• Competitive salary commensurate with experience.

• Opportunities for professional development and growth.

• Work in a dynamic and supportive team environment.

• Make a meaningful impact by helping to build and strengthen families across the globe.