Virtual assistant

About Us:
We are a Filipino owned health, wellness, and aesthetics business dedicated to enhancing lives through personalized treatments. We are seeking a reliable, detail-oriented Virtual Assistant (VA) based in the Philippines to join our team and support our growing practice.

Job Responsibilities:

1. Financial Management
a. Create and maintain spreadsheets for tracking income and expenses.
b. Categorize income and expenses for data analysis, including identifying top revenue sources and highest expenses.

2. Administrative & Operational Tasks
a. Appointment Scheduling & Management: Book, confirm, and reschedule appointments.
b. Email Management: Organize, filter, and respond to emails.
c. Client Database Management: Update and maintain client records in the CRM.
d. Document Preparation: Prepare treatment consent forms, intake forms, and post-care instructions.
e. Billing & Invoicing: Manage client invoices, follow up on payments, and track financial records.
f. Inventory Management: Monitor and reorder office supplies, treatment products, and retail items.

3. Marketing & Social Media Support
a. Content Creation: Help design promotional materials, flyers, and newsletters.
b. Social Media Management: Help Schedule and post content on platforms like Instagram, Facebook, and LinkedIn (we already have a social media manager but additional coverage when on vacation)

4. Client Relations & Customer Service
a. Client Follow-Ups: Call or message client's post-treatment for feedback or appointment reminders.
b. Service Inquiries: Respond to questions about services, promotions, and events.
c. Membership Management: Track memberships, package usage, and renewal reminders.

5. Operational Support & Special Projects
a. Policy & Procedure Development: Draft or update SOPs, clinic protocols, and team training manuals.
b. Data Analysis & Reporting: Generate reports on client trends, sales performance, and marketing metrics.
c. Event Planning Assistance: Help organize client appreciation events, open houses, and workshops.

6. Personal Assistance for Business Owners
a. Calendar Management: Schedule business meetings, team check-ins, and personal appointments.
b. Research & Sourcing: Find vendors, industry products, or continuing education opportunities.

Qualifications:
1. Proven experience as a Virtual Assistant or similar administrative role.
2. Strong proficiency in Microsoft Excel/Google Sheets and other productivity tools.
3. Experience in financial tracking and data organization.
4. Exceptional organizational, time-management, and communication skills.
5. Familiarity with the health, wellness, and aesthetics industry (not required but a plus).
6. Ability to work in California Pacific Standard Time hours reliably.

Preferred Skills:

Knowledge of project management tools (e.g., Trello, Asana).

Customer service experience in a healthcare or wellness environment.

How to Apply:
Please submit your application, and your availability for PST hours.
We look forward to connecting with a driven and skilled professional ready to grow with us!