We are seeking a highly organized, proactive, and detail-oriented Personal Assistant to serve as the right-hand person to the owner of a dynamic dermatology and medical spa practice. This role goes beyond typical administrative duties, requiring someone with exceptional multitasking abilities, outstanding customer service skills, and experience in dermatology, plastic surgery, or medical spa environments. The ideal candidate will excel at streamlining operations, managing communications, and supporting the business’s growth through patient coordination and marketing efforts.
Key Duties and Responsibilities
- Manage and maintain scheduling through Outlook Calendar or other scheduling platforms, ensuring seamless appointment coordination.
- Transcribe meeting notes, draft documents, and manage correspondence.
- Respond promptly and professionally to patient inquiries via email, phone, or text.
- Perform data entry and maintain accurate patient and business records.
- Greet and assist patients with a warm, professional demeanor.
- Schedule appointments, verify patient information, and manage waitlists efficiently.
- Upsell services and products by educating patients on available treatments and promotions.
- Oversee ordering and inventory of medical supplies, skincare products, and office materials.
- Organize and streamline the office workflow, ensuring tasks are prioritized effectively.
- Manage financial tasks such as processing payments, maintaining QuickBooks records, and generating basic financial reports.
- Support marketing efforts, including managing social media accounts, posting updates, and helping attract new clients.
- Identify opportunities to improve patient retention and satisfaction through enhanced services.
- Assist with tracking marketing performance and adjusting strategies for growth.
- Organize and manage small personal tasks for the business owner to free up their time.
- Coordinate travel, events, and meetings as needed.
Qualifications
- At least 2–3 years of experience as an executive assistant, personal assistant, or similar role, preferably in dermatology, plastic surgery, or medical spa settings.
- Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel) and familiarity with QuickBooks (preferred but not required).
- Exceptional customer service and communication skills, with the ability to manage interactions tactfully and professionally.
- Strong organizational skills, with the ability to manage time effectively, prioritize tasks, and work independently in a fast-paced environment.
- Experience in patient coordination, office management, or marketing is highly desirable.
- Familiarity with scheduling platforms, CRM software, and social media tools is a plus.
- Willingness to learn new tools and systems to enhance the practice’s efficiency and growth.
Compensation
- Competitive salary: $40,000–$55,000 annually, based on experience.
- Additional performance bonuses based on business growth and client satisfaction.
Why Join Us?
This is a unique opportunity to play a critical role in a growing dermatology and medical spa practice. As the owner’s trusted assistant, you will gain firsthand experience in running a successful aesthetic business while contributing to its expansion and reputation. If you are motivated, detail-oriented, and eager to make an impact, we encourage you to apply!
Job Types: Full-time, Part-time
Pay: $40,000.00 - $55,000.00 per year
Expected hours: 40 per week
Benefits:
- 401(k)
- Flexible schedule
- Health insurance
Schedule:
- Choose your own hours
- Monday to Friday
- On call
- Weekends as needed
Work Location: Hybrid remote in Rancho Cucamonga, CA 91730
