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JOB TITLE Executive Assistant & Virtual Front Desk Coordinator
JOB ID KIAJO1
INDUSTRY Spa/Skincare
LOCATION LATAM / PH
JOB STATUS Full Time
WORK SCHEDULE Evenings and Weekends as needed.
SALARY $8 - $10 p/h
TARGET START DATE: ASAP
ROLE OVERVIEW
About 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, adaptability, and trust.
About 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 theexecutive team
Key Responsibilities
Executive & Personal SupportManage executive inboxes, calendars, scheduling, and reminders
Assist with personal and family-related administrative tasks
Handle ad hoc requests, both business and personal, with discretion and professionalism
Serve as a trusted right-hand support for the executive and their spouse as needed
Virtual Front Desk & Client Support (Medical Spa)
Answer inbound phone calls, texts, and emails in a warm, professional, and personable manner
Schedule, reschedule, and manage appointments for multiple providers (nurses, estheticians, etc.)
Respond to client inquiries regarding services, downtime, aftercare, and general FAQs
Support appointment booking protocols, including new-patient clearance processes (California compliance)
Manage off-hours support (evenings, weekends when applicable, and days the spa is closed) to ensure no missed opportunities
Reduce call volume burden on in-office staff so they can focus on in-person patient care
Maintain accurate records and updates within scheduling and CRM systems
Administrative & Operational Support
Assist with back-office administrative tasks related to front desk operations
Follow documented systems, workflows, and protocols while adapting to nuanced scenarios Seamlessly shift between front desk duties and executive tasks based on call volume and priorities
Support business continuity during staff absences, vacations, or un expected events
Qualifications & Skills
Job ID: 137408895
