Executive Assistant & Virtual Front Desk Coordinator

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JOB TITLE Executive Assistant & Virtual Front Desk Coordin

ator
JOB ID K

IAJO1
INDUSTRY Spa/Sk

incare
LOCATION LAT

AM / PH
JOB STATUS F

ull Time
WORK SCHEDULE Evenings and Weekends a

s needed.
SALARY $8

- $10 p/h
TARGET STAR

T DATE ASAP
R

OLE OVERVIEW
Abou

t the Client:The client is a family-owned business group with over 15 years of success, operating a high-volume medical spa/skincare practice in Orange County, CA, along with an e-commerce electric bike brand. The medical spa serves 3060 patients daily and is known for its high-touch, relationship-driven client experience, where patients are treated like family and personal connection is

a core value.The leadership team is hands-on, people-first, and deeply involved in daily operations. As the business continues to grow, they are expanding into remote support to enhance efficiency, maintain exceptional service standards, and support a fast-paced, appointment-driven environment. The ideal candidate will align with a culture that values professionalism, warmth, adaptabilit

y, and trust.Ab

out the Role:
We are seeking a highly professional, personable, and detail-oriented Executive Assistant & Virtual Front Desk Coordinator to support both the executive leadership team and a busy medical spa/skincare business. This is a remote, full-time role that blends executive-level personal assistance with client-facing front desk and customer service res

ponsibilities.The ideal candidate is warm, articulate, adaptable, and thrives in a fast-paced environment. This role is critical to maintaining our high-touch, family-oriented client experience while also alleviating administrative and personal workload for the

executive team
Key R

esponsibilitiesExecutive & P

• ersonal SupportManage executive inboxes, calendars, scheduling
• , and remindersAssist with personal and family-related admin
• istrative tasksHandle ad hoc requests, both business and personal, with discretion and
• professionalismServe as a trusted right-hand support for the executive and their s

pouse as neededVirtual Front Desk & Client Suppor

• t (Medical Spa)Answer inbound phone calls, texts, and emails in a warm, professional, and pe
• rsonable mannerSchedule, reschedule, and manage appointments for multiple providers (nurses, esth
• eticians, etc.)Respond to client inquiries regarding services, downtime, aftercare, a
• nd general FAQsSupport appointment booking protocols, including new-patient clearance processes (Califor
• nia compliance)Manage off-hours support (evenings, weekends when applicable, and days the spa is closed) to ensure no misse
• d opportunitiesReduce call volume burden on in-office staff so they can focus on in-pers
• on patient careMaintain accurate records and updates within scheduling

and CRM systemsAdministrative & Oper

• ational SupportAssist with back-office administrative tasks related to front
• desk operationsFollow documented systems, workflows, and protocols while adapting to nu
• anced scenariosSeamlessly shift between front desk duties and executive tasks based on call volume
• and prioritiesSupport business continuity during staff absences, vacations, or un

expected events
Qualificati

• ons & Skills
  Proven experience in customer service, front desk, or client-facing roles (medical spa, healthcare, hospitality, or s
• imilar preferred)Experience as an Executive Assistant, Personal Assistant, or
• Virtual AssistantExceptional verbal and written communication skills (must sound natural, warm, and non-robo
• tic on the phone)Strong organizational skills and ability to multita
• sk and prioritizeHigh emotional intelligence and comfort interacting with clients who expect a premium, person
• alized experienceTech-savvy with experience using scheduling systems, CRMs, email, and
• Google WorkspaceComfortable working remotely with reliable internet, backup pow

er, and equipmentPre

• ferred ExperienceMedical spa, healthcare, or wellness in
• dustry backgroundFamiliarity with appointment-based businesses with m
• ultiple providersExperience supporting executives and handling confide
• ntial informationExperience working remotely and managing shifting priorit