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TYPE OF WORK
Any
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SALARY
$3/h
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HOURS PER WEEK
30
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DATE UPDATED
Jan 8, 2026
ROLE SUMMARY
We are hiring a systems-driven Virtual Assistant to act as the backbone of our operations — building structure, creating accountability, and ensuring that nothing falls through the cracks as our medical aesthetics practice scales.
This is an operations + execution role for someone who thrives on:
- Turning chaos into systems
- Turning ideas into workflows
- Turning good intentions into completed tasks
You will own task management, SOP organization, compliance tracking, and internal accountability across the business.
CORE ACCOUNTABILITIES
1. Systems & Workflow Ownership
• Build and maintain a centralized operations hub (tasks, SOPs, timelines, certifications, onboarding).
• Translate scattered processes into clear, repeatable workflows.
Ensure every recurring responsibility has:
• An owner
• A due date
• A tracking system
2. Task Management & Accountability
• Manage daily, weekly, monthly, and annual task cycles across the team.
• Assign, track, and follow up on responsibilities — no chasing required from leadership.
• Monitor completion rates and flag:
• Overdue tasks / Bottlenecks / Missed compliance items
• Keep leadership informed with clear weekly snapshots of what’s done, pending, and at risk.
3. SOP Organization & Documentation
• Format and standardize all SOPs into a clean, branded, easy-to-follow system.
• Maintain version control so the team always works from the right process.
• Organize SOPs by:
- Department / Role Frequency / Compliance relevance
(Content will be provided — your role is structure, formatting, and system integrity.)
4. Compliance & Credential Tracking
• Track:
• Licenses / Certifications / Continuing education / Compliance documentation
• Build a proactive renewal system so nothing expires unnoticed.
• Maintain an audit-ready digital record system.
5. Virtual Provider Coordination
• Support sourcing of nurses and/or physicians for virtual consults by:
• Coordinating outreach / Managing document collection / Supporting onboarding logistics
• Ensure every provider moves through a clean, organized onboarding pipeline.
Key Performance Indicators (KPIs)
You will be successful in this role if you consistently deliver:
• 95%+ on-time task completion rate across all assigned workflows
• Zero missed compliance deadlines
• 100% of SOPs standardized into the company format within first 60–90 days
• Weekly operations snapshot delivered to leadership without being asked
• Reduced leadership follow-ups on tasks within 30 days
• Clean, centralized system where any process can be found in under 60 seconds
What Success Looks Like in 90 Days
By the 90-day mark, success means:
• The business has one clear system for tasks, SOPs, and accountability.
• Tea
• What they own / When it’s due / Where to find the process
Leadership no longer chases:
• Certifications / Renewals
Task follow-ups
• Operations feel calm, predictable, and structured — not reactive.
• You are seen as the keeper of order in the organization.
REQUIRED EXPERIENCE
Proven experience in:
• Operations support
• Task management
• Workflow organization
Advanced comfort with tools like:
• ClickUp, Asana, Monday, Notion, or similar
Strong written communication and documentation skills
Ability to:
• Enforce accountability professionally
• Hold boundaries
• Follow through without reminders
• Experience in medical, healthcare, or regulated industries strongly preferred
• Self-directed, detail-driven, and systems-oriented
• Source other professionals to complete tasks that you may not be proficient in
NICE TO HAVE
Experience in:
• Medical aesthetics
• Healthcare administration
Clinic or practice operations
• Background in SOP development
• Experience supporting remote or virtual clinical teams
POSITION DETAILS
• Remote / Virtual
• Part-time with growth potential
Opportunity to evolve into:
• Operations Manager
• Systems Lead
• Compliance & Workflow Coordinator
A FEW QUESTIONS FOR YOU: please include response with your resume
Have you worked wth medispa's before? In what capacity
What task management tools have you used (e.g., Asana, ClickUp, Trello, Monday)? What did you like or dislike about each?
Have you created SOPs or workflows before? What format do you use to keep them clear and consistent?
Do you have experience with PDF Fillable forms we would use this to gather information form clients, If yes, what programs do you like to use?
Do you have experience with creating shopify or squarespace sites? If yes, do yo have examples
