Executive Assistant

• Transfer client and appointment information accurately between the booking system and the doctor’s notes system
• Process daily clinic notes by the end of each business day
• Maintain accurate, compliant records in line with clinic requirements
• Respond to client inquiries via Instagram with professionalism and care
• Recognize sensitive inquiries, such as post-treatment concerns, and escalate them to Jamie rather than providing medical advice
• 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

• 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
• 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
• Familiarity with clinic booking software (e.g., Cliniko, Timely, Fresha)
• Knowledge of Australian health privacy and record-keeping expectations
• Experience writing post-treatment aftercare communications and appointment reminders
• Basic Canva and social media content skills
• Experience with Meta Ads or basic ad management
• Client retention or recall campaign experience
• Email or SMS marketing tool experience (e.g., Mailchimp, ActiveCampaign)
• Basic SOP documentation skills

• Part-time schedule of 20 hours per week to start
• Remote work arrangement
• Opportunity for the role to scale from part-time to full-time