Virtual Patient Coordinator & GoHighLevel Assistant for Medical Spa

About Us Ola Aesthetics is a smal, boutique medical aesthetics practice located in Los Angeles, California. Specializing in injectables, skincare, regenerative treatments, and personalized patient care. We are looking for a warm, professional, detail oriented Virtual Assistant who can help manage patient communication, scheduling, lead follow up, and administrative support. This is a long term opportunity for the right candidate. Responsibilities Patient Communication • Answer and return phone calls • Respond to text messages and inquiries • Follow up with new leads • Schedule consultations and appointments • Confirm appointments and manage reschedules • Manage waitlists and appointment openings • Re-engage inactive leads and existing patients GoHighLevel • Respond to incoming conversations • Manage pipelines and opportunities • Update contact records • Send follow up messages • Assist with workflow management Marketing Support • Create and send newsletters • Coordinate promotional communications • Maintain client communication lists Administrative Support • Calendar management • Data entry • Documentation • General virtual assistant tasks as needed Required Qualifications • Excellent written and spoken English • Strong phone communication skills • Experience with appointment scheduling • Experience using GoHighLevel • Experience with email marketing and newsletters • Strong customer service skills • Reliable internet connection • Available during Pacific Time business hours Preferred Qualifications • Medical spa/healthcare experience • Jane App experience • HIPAA training or certification • Experience handling patient communications • Experience working with U.S. based businesses Important Because we are a medical practice, confidentiality and professionalism are extremely important. Applicants with HIPAA training or prior experience working in a healthcare environment are strongly preferred. Please answer the following questions in your application: Describe your experience working with medical spas, healthcare clinics, or wellness practices. Have you used Jane App? Describe your GoHighLevel experience. Have you completed HIPAA training or certification? Please provide a 60 second voice recording introducing yourself and explaining why you would be a good fit for this position. Hours & Compensation • Part time to start (15 to 25 hours per week) • Opportunity for long term growth • Hourly rate based on experience We are looking for someone who is proactive, kind, organized, and genuinely enjoys helping clients. Our goal is to create an exceptional experience for every patient from the first inquiry through ongoing care.