Executive Assistant

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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 30–60 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 responsibilities.

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 Responsibilities

• Manage 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
  
  

• 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
  
  

• 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 unexpected events

Qualifications & Skills

• Proven experience in customer service, front desk, or client-facing roles (medical spa, healthcare, hospitality, or similar preferred)
• Experience as an Executive Assistant, Personal Assistant, or Virtual Assistant
• Exceptional verbal and written communication skills (must sound natural, warm, and non-robotic on the phone)
• Strong organizational skills and ability to multitask and prioritize
• High emotional intelligence and comfort interacting with clients who expect a premium, personalized experience
• Tech-savvy with experience using scheduling systems, CRMs, email, and Google Workspace
• Comfortable working remotely with reliable internet, backup power, and equipment
  
  

• Medical spa, healthcare, or wellness industry background
• Familiarity with appointment-based businesses with multiple providers
• Experience supporting executives and handling confidential information
• Experience working remotely and managing shifting priorities independently