Executive Assistant - Virtual Assistant

Job Description

This is a remote position.

Virtual Rockstar is hiring a full-time Executive Assistant on behalf of our client — a growing, high-touch medical aesthetics / medspa practice. This role blends executive support, medspa operations, and light marketing. The ideal candidate is proactive, detail-obsessed, and excellent with client communication. (HIPAA-trained candidates strongly preferred.)

About Our Client

Our client delivers premium, results-driven aesthetic care with a focus on safety, education, and an elevated guest experience. The team values professionalism, confidentiality, and warm, concierge-level service across every touchpoint — online and in clinic.

Responsibilities

Medspa Marketing & Client Engagement

Manage social content and cadence (posts, reels, stories, trends) and engage with the community.

Build and send email newsletters (promotions, education, seasonal specials).

Monitor and respond to reviews on Google, Yelp, RealSelf with a professional, on-brand voice.

Assist with Facebook / Instagram ads setup, assets, and performance reporting.

Coordinate loyalty / referral communications.

Create and maintain treatment prep & post-care guides and client resources.

Medspa Operations & Admin

Own appointment scheduling, reschedules, confirmations, and reminders.

Maintain the client CRM (treatment history, notes, preferences) with impeccable data hygiene.

Send post-treatment follow-ups and thank-you notes.

Coordinate in-person and virtual events (VIP nights, Botox parties, seasonal promos).

Track inventory (skincare, injectables, supplies); liaise with vendors and reps for reorders / training.

Build weekly / monthly reports on bookings, revenue, and KPIs.

Document workflows and SOPs for consistent execution.

Owner’s Executive Management

Inbox & calendar management : triage priorities, schedule meetings, confirm appointments.

Plan travel logistics (flights, hotels, conference schedules, itineraries).

Prepare reports, presentations, decks, and talking points.

Organize staff meetings : agendas, recaps, action items, and follow-through.

Serve as a professional point of contact for vendors, partners, and team inquiries.

Personal & Family Coordination (as needed)

Coordinate children’s school and activity schedules (rehearsals, practices, games, lessons, tournaments).

Track school calendars (holidays, early dismissals, conferences); coordinate custody schedules.

Book medical / dental / specialist appointments; research and enroll in camps / tutoring / activities.

Plan family travel (itineraries, reservations, packing checklists).

Support household logistics : online orders, gifts, event planning, and reminders for key dates.

Requirements

3+ years of experience as an Executive Assistant, Operations Coordinator, or Practice / Admin Manager (medspa / medical setting a plus).

HIPAA-aware (training / certification strongly preferred); proven discretion with sensitive information.

Excellent written and verbal English; polished client communication and professional phone etiquette.

Strong organizational skills, time management, and follow-through; thrives in a fast-moving, detail-heavy environment.

Confident with marketing / admin tools : social platforms (IG / FB), review sites (Google / Yelp / RealSelf), email platforms (e.g., Mailchimp / Klaviyo / CRM-native), basic ad platform workflows, and spreadsheets / presentations.

CRM experience (client profiles, notes, tagging, segmentation, reporting); event coordination experience a plus.

Proactive problem-solver with high ownership, positive attitude, and service-first mindset.

Able to work U.S. business hours and support occasional after-hours needs for events or time-sensitive items.

Benefits

Competitive salary commensurate with experience.

Opportunities for professional development and growth.

Work in a dynamic and supportive team environment.

Make a meaningful impact by helping to build and strengthen families across the globe.

Requirements

3+ years of experience as an Executive Assistant, Operations Coordinator, or Practice / Admin Manager (medspa / medical setting a plus). HIPAA-aware (training / certification strongly preferred); proven discretion with sensitive information. Excellent written and verbal English; polished client communication and professional phone etiquette. Strong organizational skills, time management, and follow-through; thrives in a fast-moving, detail-heavy environment. Confident with marketing / admin tools : social platforms (IG / FB), review sites (Google / Yelp / RealSelf), email platforms (e.g., Mailchimp / Klaviyo / CRM-native), basic ad platform workflows, and spreadsheets / presentations. CRM experience (client profiles, notes, tagging, segmentation, reporting); event coordination experience a plus. Proactive problem-solver with high ownership, positive attitude, and service-first mindset. Able to work U.S. business hours and support occasional after-hours needs for events or time-sensitive items.