Executive Assistant

Employer based in · Remote

Hiring talent from: all countries

• Executive Assistant (VA1)• Client Experience & Scheduling• Respond promptly and professionally to general client inquiries by phone, text, email, website, and approved social-media channels. • Assist clients with scheduling, rescheduling, and canceling appointments. • Provide approved information regarding services, pricing, memberships, promotions, hours, location, and appointment preparation. • Follow up with prospective clients who inquire about services but have not yet booked. • Conduct approved appointment confirmations and re-engagement outreach. • Escalate medical, clinical, adverse-reaction, medication, contraindication, and treatment-specific questions to the appropriate licensed team member. • CRM & Client Follow-Up• Maintain accurate client and lead information in Zenoti or other designated systems. • Monitor leads and ensure timely follow-up. • Maintain prospect, client follow-up, membership, and outreach lists. • Support client retention initiatives, membership follow-ups, and approved promotional campaigns. • Track inquiry-to-booking activity and provide management with basic performance reports. • Assist with client feedback and review requests following approved procedures. • Marketing & Social Media Support• Assist with scheduling and publishing approved social-media content. • Monitor social-media messages and direct general inquiries to the appropriate team member. • Help maintain a marketing and promotional calendar. • Support email and SMS campaigns. • Assist with promotional materials, newsletters, event announcements, and community messaging. • Maintain organized libraries of approved photos, graphics, captions, flyers, and marketing assets. • Ensure marketing materials are submitted to management for approval before publication when required. • Community Outreach & Business Development• Research Bethesda, and surrounding-area events that may present partnership, vending, sponsorship, or promotional opportunities. • Maintain databases of local businesses, hotels, gyms, fitness studios, residential communities, universities, corporations, event planners, and potential referral partners. • Conduct approved introductory outreach to potential community partners. • Coordinate follow-up related to partnerships, events, corporate wellness opportunities, and local business collaborations. • Assist with maintaining relationships with organizations and community stakeholders. • Administrative Support• Manage and organize designated email inboxes and flag priority communications. • Draft routine correspondence for management review. • Maintain digital files, operating documents, trackers, calendars, and contact databases. • Assist with invoice, vendor, supply, and administrative tracking as assigned. • Schedule meetings and maintain management calendars when requested. • Prepare weekly task summaries and identify outstanding items requiring management action. • Conduct online research and compile information into organized summaries or spreadsheets. • Assist with special projects and business-development initiatives. • Confidentiality & Compliance• Protect confidential business and client information. • Access only information necessary to perform assigned responsibilities. • Follow all company privacy, cybersecurity, password, and data-handling procedures. • Use only company-approved communication and technology platforms. • Never download, store, photograph, copy, transmit, or retain confidential information outside authorized systems. • Immediately report any suspected privacy, cybersecurity, or confidentiality incident. • Execute all required confidentiality, nondisclosure, and data-security agreements. • Preferred Experience & Qualifications• Excellent English communication skills (written and verbal) • Should have admin back-end support experience either from a corporate set-up or as a VA **IMPORTANT • Should be well-versed in G Suite, Microsoft 365, & AI tools • Should have CRM management experience, preferably with GoHighLevel • Experience in using Zenoti & Canva would be a huge plus • Should be comfortable handling phone calls • Prior experience in customer service is highly ideal • Wellness, healthcare, hospitality, beauty, fitness, luxury services, or another high-touch consumer business is preferred • Preferred Traits & Personality• Resourceful • Polished • Responsive • Technologically capable • Highly organized • Can build rapport • Empathetic • Forward thinker • Collaboration Hours• Monday to Friday • 10:00 AM to 2:00 PM EST (20 hours per week) • Part-time initially and could grow into full-time• (30-90 days) • Compensation Range• $4/hour and up • Communication Tools• Work Email • MS Teams • Target Start Date• ASAP • Final Interview Schedule• To be coordinated by the Fulfillment & Admin Team • Zoom Recording Link• Rian Holt - Onboarding • Important Notes• Client's Job Description • Should be comfortable handling phone calls • Prior experience in customer service is highly ideal • Wellness, healthcare, hospitality, beauty, fitness, luxury services, or another high-touch consumer business is preferred