Medical Spa Administrative Officer (Virtual Assistant)

About the role

The Medical Spa Administrative Officer (VA) is responsible for providing administrative, customer service, scheduling, marketing, and operational support to ensure the smooth day-to-day functioning of the medical spa. The role serves as the primary point of contact for clients, manages appointments, supports lead generation efforts, assists with social media and reputation management, and maintains accurate client records while delivering exceptional customer service. The ideal candidate is highly organized, detail-oriented, proactive, and experienced in handling administrative tasks within the healthcare, wellness, beauty, or medical spa industry.

Client Communication & Customer Service

• Answer incoming calls, emails, SMS, website inquiries, and social media messages.

• Respond promptly to client questions regarding treatments, pricing, promotions, and scheduling.

• Follow up with leads and prospective clients.

• Confirm appointments and send reminders.

• Manage appointment rescheduling and cancellations.

• Maintain professional and friendly communication with clients.

Appointment & Calendar Management

• Schedule consultations and treatment appointments.

• Optimize provider schedules to maximize productivity.

• Manage practitioner calendars.

• Monitor no-shows and cancellation rates.

• Coordinate follow-up appointments and recurring treatment schedules.

Administrative Support

• Maintain electronic client records.

• Verify intake forms and required documentation.

• Prepare daily appointment reports.

• Manage client databases and CRM systems.

• Process invoices and payment records as directed.

• Assist with inventory tracking and ordering requests.

Lead Management & Sales Support

• Contact leads generated from website, social media, Google Business Profile, and advertising campaigns.

• Track lead sources and conversion rates.

• Assist with membership and package sales.

• Follow up on consultation requests.

• Monitor sales opportunities and nurture prospective clients.

Marketing Support

• Assist with social media posting and scheduling.

• Monitor online reviews and notify management of feedback.

• Request Google reviews from satisfied clients.

• Update website promotions and service offerings.

• Support email and SMS marketing campaigns.

Reporting & Analytics

Track:

• Appointment bookings

• Lead conversion rates

• Revenue reports

• Client retention metrics

• Marketing campaign results

Prepare weekly and monthly reports for management.

Compliance & Confidentiality

• Maintain strict confidentiality of client information.

• Follow HIPAA guidelines and company policies.

• Ensure all records are accurate and securely maintained.

Qualifications

Required

• Minimum 2 years of Virtual Assistant, Administrative Assistant, Medical Receptionist, or Customer Service experience.

• Excellent written and verbal English communication skills.

• Strong organizational and time management abilities.

• Experience with Google Workspace (Docs, Sheets, Calendar).

• Proficiency with Microsoft Office Suite.

• Ability to multitask in a fast-paced environment.

• Reliable high-speed internet connection.

• Quiet and professional work environment.

Apply now

If you are an organized, detail-oriented professional with experience in medical administration and a passion for supporting healthcare operations, we would love to hear from you.