Client Experience & Operations Assistant (Med Spa / Virtual Coaching / Aesthetic Record)

We are looking for a high-level Virtual Assistant / Operations Assistant who can help us streamline our systems, improve client experience, and support growth both in-person and virtually. This is NOT just a basic admin role — we need someone who can think, organize, and help build structure. Responsibilities: 📲 Client Communication & Booking * Respond to Instagram, TikTok, and website inquiries * Book clients using Square and Aesthetic Record * Follow up with leads (consults, no-shows, program inquiries) * Guide clients into the correct service or program ⸻ ⚙️ Systems + SOP Development * Help create and organize SOPs (Standard Operating Procedures) * Build step-by-step workflows for: * New client onboarding * Telehealth + peptide program flow * In-person service flow * Event setup + lead capture * Document processes so staff can follow consistently ⸻ 🧠 Aesthetic Record Optimization * Help organize and improve workflows inside Aesthetic Record * Assist with: * Intake forms * Treatment plans * Charting templates (dot phrases) * Booking flow optimization * Make the system easier for first-time clients ⸻ 🚀 Program & Funnel Support * Assist in building and refining our: * 90-Day Metabolic Reset Program * Telehealth consultation flow * Help organize: * Offers * Pricing structure * Client journey * Support funnel tools (quizzes, lead capture, follow-ups) ⸻ 📊 Admin + Light Marketing Support * Update spreadsheets / client tracking * Assist with Canva content (optional but a plus) * Help organize promotions, events, and campaigns ⸻ Requirements: * Experience as a Virtual Assistant or Operations Assistant * Strong organizational and problem-solving skills * Experience with booking systems / CRMs * Ability to create SOPs and workflows * Excellent English communication ⸻ BONUS (Highly Preferred): * Experience in: * Med spa / wellness / fitness industry * Coaching programs or online services * Familiarity with: * Square * Aesthetic Record * Lead funnels / automation tool