Executive Assistant

Executive Assistant – Medical Spa

Position Overview

We are seeking a highly organized, confident, and proactive Executive Assistant to support the day-to-day operations of a fast-paced medical spa. This position is ideal for someone who is an excellent multitasker, comfortable making decisions, takes initiative, and can anticipate the needs of the office and leadership team.

The ideal candidate is professional, dependable, detail-oriented, and able to manage multiple priorities while maintaining a positive and welcoming environment for patients and staff.

Key Responsibilities

Provide administrative and operational support to the medical spa and leadership team

Manage calendars, appointments, meetings, and scheduling needs

Coordinate daily office tasks and ensure priorities are completed on time

Assist with the organization and management of office operations

Act as a point of contact between leadership, staff, vendors, patients, and outside contacts

Handle phone calls, emails, correspondence, and other administrative communications

Follow up on outstanding tasks, requests, orders, and office matters

Maintain organized records, documents, spreadsheets, and other administrative files

Assist with ordering supplies, monitoring inventory, and coordinating with vendors

Help coordinate staff schedules, meetings, training, and office needs

Assist with onboarding and administrative support for new employees

Help ensure office policies, procedures, and daily workflows are being followed

Identify issues or areas that need attention and take appropriate action without always needing direction

Use sound judgment and make decisions within the scope of the position

Prioritize competing tasks and adjust quickly when urgent matters arise

Assist with special projects and other administrative responsibilities as needed

Maintain confidentiality and professionalism when handling sensitive patient, employee, and business information

Support a professional, organized, efficient, and patient-focused environment

Ideal Candidate

Confident decision-maker who can assess situations and determine the appropriate next step

Highly organized and able to manage multiple responsibilities at once

Proactive and willing to take initiative rather than waiting to be told what to do

Excellent communication and interpersonal skills

Strong attention to detail

Able to prioritize and delegate tasks when appropriate

Comfortable working in a fast-paced medical office environment

Professional, dependable, and accountable

Resourceful and capable of solving problems independently

Able to adapt quickly to changing priorities

Strong follow-through and time-management skills

Comfortable communicating with physicians, staff, patients, vendors, and management

Maintains discretion and understands the importance of confidentiality

Comfortable learning new systems, software, and office procedures

Positive attitude and willingness to support the team wherever needed

Qualifications

Previous experience as an Executive Assistant, Administrative Assistant, Medical Office Assistant, or similar role preferred

Experience in a medical office, healthcare, medical spa, or aesthetics environment is a plus

Strong computer and organizational skills

Proficiency with Microsoft Office/Google Workspace and willingness to learn practice-management software

Excellent written and verbal communication skills

Ability to work independently while also functioning as a strong team member

What We’re Looking For

We are looking for someone who can be a right hand to leadership—someone who sees what needs to be done, takes ownership, follows through, and helps keep the office organized and running efficiently. The successful candidate will be someone leadership can trust to handle responsibilities independently while knowing when an issue needs to be escalated.