Executive Assistant, Virtual Front Desk Coordinator
Inside Out Group
full-time
Posted on:
Location Type: Remote
Location: Remote • 🇵🇭 Philippines
Visit company websiteSalary
💰 $8 - $10 per hour
Job Level
Mid-LevelSenior
About the role
- Manage executive inboxes, calendars, scheduling, and reminders
- Assist with personal and family-related administrative tasks
- Handle ad hoc requests, both business and personal, with discretion and professionalism
- Serve as a trusted right-hand support for the executive and their spouse as needed
- Answer inbound phone calls, texts, and emails in a warm, professional, and personable manner
- Schedule, reschedule, and manage appointments for multiple providers (nurses, estheticians, etc.)
- Respond to client inquiries regarding services, downtime, aftercare, and general FAQs
- Support appointment booking protocols, including new-patient clearance processes (California compliance)
- Manage off-hours support (evenings, weekends when applicable, and days the spa is closed) to ensure no missed opportunities
- Reduce call volume burden on in-office staff so they can focus on in-person patient care
- Maintain accurate records and updates within scheduling and CRM systems
- Assist with back-office administrative tasks related to front desk operations
- Follow documented systems, workflows, and protocols while adapting to nuanced scenarios
- Seamlessly shift between front desk duties and executive tasks based on call volume and priorities
- Support business continuity during staff absences, vacations, or unexpected events
Requirements
- Proven experience in customer service, front desk, or client-facing roles (medical spa, healthcare, hospitality, or similar preferred)
- Experience as an Executive Assistant, Personal Assistant, or Virtual Assistant
- Exceptional verbal and written communication skills (must sound natural, warm, and non-robotic on the phone)
- Strong organizational skills and ability to multitask and prioritize
- High emotional intelligence and comfort interacting with clients who expect a premium, personalized experience
- Tech-savvy with experience using scheduling systems, CRMs, email, and Google Workspace
- Comfortable working remotely with reliable internet, backup power, and equipment
- Preferred Experience: Medical spa, healthcare, or wellness industry background
- Familiarity with appointment-based businesses with multiple providers
- Experience supporting executives and handling confidential information
- Experience working remotely and managing shifting priorities independently
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard skills
customer servicefront desk operationsscheduling systemsCRM systemsappointment managementmultitaskingprioritizationconfidential information handlingexecutive supportadministrative tasks
Soft skills
verbal communicationwritten communicationorganizational skillsemotional intelligenceprofessionalismdiscretionadaptabilitywarmthpersonabilityindependence