Executive assistant

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: TYPE OF WORK

Full Time

: SALARY

800 month

: HOURS PER WEEK

TBD

: DATE UPDATED

Apr 17, 2026

JOB OVERVIEW

Summary
Virtual Assistant / Virtual Receptionist + Operations Support
We are looking for a highly organized, proactive, and professional Virtual Assistant who can also function as a virtual receptionist and day-to-day operations support for our busy, high-end clinic.
We are an established medical spa with a fast-paced environment, multiple providers, and a strong focus on client experience, accountability, and smooth internal operations. We need someone who can help keep the clinic organized behind the scenes, support front-end administrative tasks, and ensure important tasks are being followed through properly.

Role Overview
This is not a basic admin role. We are looking for someone who can help manage daily operations, support reception tasks virtually, and audit team performance to ensure nothing is being missed.
This role requires real-time availability and active presence during working hours.

Schedule & Requirements
Must be available during Mountain Standard Time (MST) clinic hours
Must be logged into Zoom and available on camera/active communication while working
Starting as a part-time role with transition into full-time for the right candidate
Must be responsive, present, and engaged throughout shift (this is not passive work)

Main Responsibilities
Virtual Reception / Client Support
Respond to client inquiries in a professional and timely manner
Manage email, SMS, and communication platforms
Assist with bookings, confirmations, rescheduling, and follow-ups
Monitor missed calls, voicemails, and ensure proper follow-up
Maintain a polished, high-end client communication standard

Operations Support
Oversee day-to-day administrative operations remotely
Track tasks and ensure completion by tea ---------- mbers
Organize workflows, checklists, and internal systems
Identify inefficiencies or gaps in operations
Auditing + Accountability
Audit task completion across the team
Ensure staff are following required procedures and workflows
Verify notes, charting, follow-ups, and required actions are completed
Flag issues, inconsistencies, or missed responsibilities
Help create stronger accountability across the clinic
Systems + Administrative Support
Work within clinic systems (booking, communication, task management)
Organize internal documents, SOPs, and forms
Assist in updating templates, processes, and internal communication
Provide ongoing administrative support to management

What We’re Looking For
Strong administrative and organizational skills
Experience as a Virtual Assistant, Receptionist, or Operations Coordinator
Excellent written and verbal communication
High attention to detail and strong follow-up skills
Professional, polished, and calm communication style
Ability to manage multiple moving parts in a fast-paced environment
Discretion and professionalism with confidential information
Ability to be present, accountable, and engaged during working hours

Ideal Experience
Experience in a medical spa, clinic, beauty, or healthcare environment is a strong asset
Experience with scheduling systems, CRM tools, and communication platforms
Experience in auditing workflows, accountability tracking, or operations support

What Success Looks Like
Client communication is consistent, timely, and professional
Tasks are completed and not falling through the cracks
Tea ---------- mbers are held accountable
Operations feel organized, structured, and efficient
Management has clear visibility on performance and issues

Growth Opportunity
This role has strong potential to grow into a full-time operations support position for the right candidate who proves reliability, consistency, and leadership.

To Apply
Please include:
Relevant experience
Experience in clinics/medical spa/service-based businesses (if applicable)
Systems/platforms you’ve worked with
Examples of operations or admin support
Your availability (MST) and fixed rate

111To confirm you have read this posting in full, please include the word “Accountability” at the top of your application.

SKILL REQUIREMENT

Administrative Management Customer Support Operation Management

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Executive assistant

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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