Virtual Assistant for Australian Aesthetics Clinic

Client Retention, Bookings & Enquiries — Beauty Experience + TGA Awareness Part-time · Hourly · 2-month paid trial with room to grow into an ongoing role About us We're a boutique Australian-based aesthetics clinic (Mia Thomas Aesthetics) offering cosmetic injectables and skin treatments. We're growing fast and looking for a switched-on, reliable VA to take the admin and client-comms load off our plate so we can focus on clients in the chair. This starts as a paid 2-month trial at a few hours a week — a chance for both of us to see if it's a great fit. If it's working (and we think it will 😊), we'll continue and grow the role from there: more hours, more responsibility, and a higher rate as we scale. We're looking for someone who wants that long-term runway, not just a quick gig. What you'll be doing Managing our booking calendar — confirming appointments, filling last-minute cancellations from our waitlist, and keeping the schedule tight. Client retention — sending rebooking reminders based on treatment cadence, running win-back messages to lapsed clients, and post-treatment aftercare check-ins. First-response on enquiries — answering FAQs (pricing, downtime, prep) via DM/email, qualifying leads, and booking in consults. Social media community management — replying to comments and DMs, engaging our audience, and managing reviews. Data hygiene — keeping our client database clean, organised, and segmented. Light reporting — a simple weekly snapshot of rebookings, no-shows, and enquiry conversions. You're a great fit if you have Prior experience working with an aesthetics, cosmetic, beauty, or medical/skin clinic (this is important to us — you'll already understand how clinic bookings and client cycles work). Excellent written English and a warm, professional, on-brand tone. Familiarity with clinic/salon booking software (Fresha, Timely, Cliniko, or similar). Confidence with Instagram/Facebook DMs and community management. Reliability and strong attention to detail — you follow up without being chased. Understanding of Australian advertising compliance for cosmetic injectables. Because we're an Australian clinic, familiarity with the TGA rules around advertising prescription-only substances (i.e. why we can't publicly name or promote certain injectable treatments) is genuinely important. We'll brief you fully, but coming in already aware of this is a big advantage. Nice to have Experience with email marketing / CRM tools. Canva or basic content-scheduling skills. Hours & rate A few hours per week, starting as a 2-month paid trial. $6–14 USD/hr depending on experience — we genuinely pay up for the right background and results. If it's a good fit, the role continues on an ongoing basis with growing hours and rate. Must be able to overlap with Australian business hours for some of your work. How to apply Please do NOT send a generic proposal. Start your application with the word “GLOW” so I know you've read this. Then briefly tell me: (1) which aesthetics/beauty clinic you've supported and what you did for them, and (2) which booking software you've used. Applications that don't follow this will not be considered.