Job Description

We are seeking a warm, articulate, and highly organized Female Virtual Assistant to provide exclusive administrative support for our growing aesthetic and wellness/functional medicine practice.

In this role, you will serve as the warm, inviting front door to our practice—handling inbound/outbound calls, managing provider schedules, collecting non-refundable deposits, and executing light marketing initiatives. You will work directly with an Arkansas-based clientele, where clear, friendly, and highly effective English communication is essential for building rapport and trust.

This is a 100% dedicated position. We are looking for a virtual assistant who will be committed solely to our practice during working hours (no shared clients, agencies, or secondary gigs).

Requirements

Key Responsibilities

• Phone Coverage & Patient Scheduling: Handle inbound and outbound calls, answer pre-treatment questions, book appointments, and collect booking deposits over the phone.
• Schedule Optimization: Proactively manage cancellation outreach and waitlists to keep provider schedules full and eliminate gaps.
• Communication Management: Oversee the main practice email inbox, respond to patient inquiries, and assist in executing two promotional marketing text broadcasts per month.
• EHR Management: Manage patient charts, scheduling, and communications using Aesthetic Record (or similar MedSpa EMR platforms).
• Patient Follow-up: Conduct post-treatment follow-ups and re-engagement calls to maintain a high level of patient satisfaction and retention.

Requirements & Qualifications

• Specialty Background: At least 1+ years of prior administrative experience strictly within Aesthetic Medicine (MedSpa) or Wellness/Functional Medicine.
• Systems Proficiency: Experience with Aesthetic Record is strongly preferred (or strong hands-on experience with similar platforms like Boulevard, Zenoti, Symplast, or Mindbody).
• Communication Skills: Exceptional, clear spoken English with a warm, empathetic phone presence tailored to building strong relationships with U.S. (Southern/Arkansas) clients.
• Exclusivity: Ability to work exclusively for our practice during your scheduled shift (9:00 AM – 5:30 PM CST) without multi-tasking for other clients.
• Technical Setup: Reliable high-speed internet, a noise-canceling headset, and a quiet, professional remote workspace.

Benefits & Work Culture

• Consistent Schedule: 40 guaranteed hours per week, Monday through Friday (no weekends).
• Focused Environment: Support a single practice without the stress of managing multiple client accounts.
• Collaborative Team: Work closely with a supportive clinical and administrative team.