Client Experience & Operations Assistant

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TYPE OF WORK

Part Time

SALARY

5.80

HOURS PER WEEK

25

DATE UPDATED

Apr 9, 2026

JOB OVERVIEW

About Us:
We are a growing Medical Aesthetic Training School and Medspa focused on helping students become licensed, confident, and job-ready in the medical aesthetics industry. We provide hands-on training and real-world experience, and we are looking for someone who can help us stay organized, responsive, and consistent as we grow.

Position Overview:
We are seeking a highly organized, professional, and proactive assistant to support daily operations, client communication, and scheduling. This role is a key part of our business and requires someone who can communicate clearly, stay on top of details, and help ensure nothing falls through the cracks.
This is not a beginner role. We are looking for someone who is comfortable handling communication, systems, and daily operations with confidence and professionalism.

Key Responsibilities:
Client Communication & Follow-Up
Answer incoming calls and return missed calls
Respond to leads via phone, text, email, and social media
Follow up with prospective students and medspa clients
Communicate professionally and clearly with all clients and students
Scheduling & CRM Management
Book and manage appointments using BLVD
Manage lead pipelines and follow-ups in GoHighLevel
Send reminders, confirmations, and follow-up messages
Keep accurate notes and records in all systems
Operations & Organization
Organize daily tasks and priorities using Notion
Provide daily reminders and task updates
Track leads, appointments, and follow-ups
Help ensure tasks are completed and nothing is missed
Administrative Support
Send emails and client communications
Maintain organized records and workflows
Assist with improving systems and processes

Required Skills & Experience:
Experience with customer service, client communication, or appointment setting
Experience using a CRM system (GoHighLevel or similar preferred)
Strong verbal and written communication skills
Highly organized and detail-oriented
Ability to manage multiple tasks and stay on track
Professional, calm, and confident when speaking with clients
Ability to learn quickly and follow structured processes

Preferred (Not Required but a Plus):
Experience with GoHighLevel
Experience with BLVD or other booking systems
Experience with Notion or task management tools
Experience in medspa, healthcare, beauty, education, or service-based businesses
Work Details:
Remote position
Part-time (20–25 hours per week to start)
Opportunity to grow into a larger role over time

mportant:
We are looking for someone who can bring structure, consistency, and follow-through to our daily operations. You should be comfortable communicating with both prospective students and medspa clients in a polished and professional manner.
To Apply:
Please include the following:
A brief summary of your relevant experience
What CRM systems you have used
Your availability (hours per week)
A short voice recording introducing yourself
We are looking for someone who takes ownership, communicates clearly, and can help keep our business running smoothly day-to-day.

SKILL REQUIREMENT
Quickbooks Analysis Bookkeeping
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