ABOUT US:

Bellissima Medical Spa is a boutique medical spa dedicated to providing personalized medical spa treatments in a professional, relaxing environment. With a single practitioner, our goal is to deliver top-tier service and create a unique, calming experience for our clients. We are looking for a versatile, highly organized, and proactive individual to take on the role of Office Manager, Assistant, and Personal Assistant.

JOB DESCRIPTION:

As the Office Manager, Assistant, and Personal Assistant, you will be responsible for managing the day-to-day operations of the spa, assisting the practitioner with client care, and providing personal support to ensure smooth and efficient operations both in the office and outside the office environment. This dynamic role is ideal for someone who enjoys variety and thrives in a fast-paced, hands-on environment.

QUALIFICATIONS:

• 1+ years of experience in office management, personal assistance, or a medical/spa setting is preferred.
• Strong communication skills and excellent customer service.
• Highly organized with attention to detail.
• Ability to multitask and handle diverse responsibilities.
• Proficient in Microsoft Office, Microsoft Excel, scheduling software, Quickbooks, and basic bookkeeping (experience with spa software is a plus).
• Tech and website proficient.
• Ability to manage sensitive client information confidentially.
• Self-motivated, reliable, and capable of working independently.
• Positive, friendly, and professional attitude with a passion for helping others.
• Knowledge of medical spa services or aesthetics is a plus, but not required.

• Office Management & Administration:
• Greet clients, schedule appointments, and manage the spa calendar.
• Answer phones, respond to emails, and address client inquiries.
• Handle client check-ins and check-outs, process payments, and maintain accurate client records.
• Manage office inventory, including supplies and equipment, and ensure the office is organized and well-maintained.
• Administrative tasks including email and sms blast to client data base.
• Update and maintain website and work on SEO and for business.
• Assist with maintaining office policies, procedures, and client documentation.
• Personal Assistance to Practitioner:
• Provide administrative and personal support to the practitioner, including scheduling personal appointments and errands.
• Organize the practitioner’s work schedule and ensure timely communication regarding any personal or professional tasks.
• Assist with business-related research, filing, and errands outside of the spa (e.g., picking up supplies, handling personal requests, etc.).
• Client Support & Assistance:
• Assist the practitioner during treatments and client consultations.
• Maintain cleanliness and organization in the treatment rooms and common areas.
• Help prepare clients for treatments, ensuring they have all necessary forms and information.
• Provide aftercare instructions and schedule follow-up appointments.
• Social Media and Marketing Support:
• Create and post Instagram and Facebook ads.
• Assist in maintaining and updating the spa’s social media accounts.
• Help with creating and distributing promotional content (e.g., newsletters, posts).
• Assist in managing online reviews and client testimonials.
• General Support:
• Perform any additional tasks as required to support the smooth operation of the spa and the practitioner’s day-to-day activities.