Executive Assistant

This is a remote position.

Job Description: Executive Assistant
Work Hours: 20 hours per week to start
Start Date: ASAP
Location: Remote

Role Overview

We’re looking for a reliable, proactive Executive Assistant to support an established cosmetic injectables clinic. The role begins with accurate data entry and daily notes processing, then grows into client re-engagement, content, and marketing support. Because the EA will interact with clients about sensitive treatments, experience in the cosmetic injectables space is essential.

Key Responsibilities

Clinic Administration (Initial Focus)

• Transfer client and appointment information accurately between the booking system and the doctor’s notes system
  

• Process daily clinic notes by end of each business day
  

• Maintain accurate, compliant records in line with clinic requirements
  

Client Communication

• Respond to client inquiries via Instagram with professionalism and care
  

• Recognize sensitive inquiries (e.g., post-treatment concerns) and escalate to Jamie promptly rather than giving medical advice
  

Growth Support (As Scope Expands)

• Run proactive client re-engagement and follow-ups
  

• Follow up with clients on product purchases and recommendations
  

• Create content for social media and marketing
  

• Support advertising campaigns
  

Requirements

Required Tools & Skills

• Experience with cosmetic injectables (Botox, fillers), a critical requirement
  

• Proven accuracy and attention to detail in data entry across multiple systems
  

• Understanding of client confidentiality and medical record sensitivity
  

• Strong written communication with a warm, professional tone
  

• Comfortable using Instagram for client communication
  

• Reliable availability during afternoon/evening Sydney hours
  

Ideal Candidate

• Prior experience working in or supporting a cosmetic or aesthetic clinic
  

• Trustworthy, discreet, and calm when handling sensitive client messages
  

• Proactive and able to move beyond data entry as the role grows
  

• Reliable and committed to a consistent weekly schedule
  

• Interested in a role that can scale from part-time to full-time
  

Suggested Additional Skills to Consider

• Familiarity with clinic booking software (e.g., Cliniko, Timely, Fresha) to shorten the learning curve
  

• Knowledge of Australian health privacy and record-keeping expectations, to support compliant data handling
  

• Experience writing post-treatment aftercare communications and appointment reminders
  

• Basic Canva and social media content skills, ready for the content creation phase
  

• Experience with Meta Ads or basic ad management, for the planned advertising work
  

• Client retention or recall campaign experience, to support re-engagement
  

• Email or SMS marketing tool experience (e.g., Mailchimp, ActiveCampaign)
  

• Basic SOP documentation skills, to help systematize clinic admin and make the data entry process repeatable