Job Description

Aesthetics and med spa practice seeking a polished, patient-focused Virtual Front Desk Receptionist to be the voice and first impression of the practice. This is a highly patient-facing role — the right candidate brings luxury-level communication, a warm and professional demeanor, and the ability to keep a busy schedule running smoothly from day one.

The ideal candidate has prior med spa or aesthetics experience, is comfortable managing high call volumes, and understands the standard of care and responsiveness that aesthetic clients expect. Candidates with Executive Assistant experience are strongly encouraged to apply, as there is an opportunity to also support the founder, Christina O'Brien, with broader administrative and organizational tasks.

Requirements

Patient Communication & Front Desk

• Handle inbound and outbound patient calls with professionalism and warmth
• Respond promptly to patient text messages and general inquiries
• Answer questions about treatments, services, scheduling, and office policies
• Maintain an upbeat, polished tone across all patient touchpoints

Scheduling & Calendar Management

• Schedule, confirm, and reschedule patient appointments
• Manage and optimize provider calendars for maximum efficiency
• Coordinate follow-up appointments and send appointment reminders
• Support patient retention through timely and proactive communication

Administrative Support

• Complete patient intake and chart preparation workflows
• Maintain organized patient records and communication logs
• Support day-to-day remote operational tasks and front desk workflows

Executive Assistant Support (for qualifying candidates)

• Assist founder with calendar coordination and administrative organization
• Follow up on vendor or internal communications as assigned
• Provide general organizational support as needed

What We're Looking For

Required

• 2+ years supporting a US-based medical office, med spa, or aesthetics practice
• Excellent English communication — little to no noticeable accent
• Experience handling high-volume inbound and outbound calls
• Strong customer service and patient communication skills
• Highly organized with excellent follow-through and attention to detail
• Self-motivated and comfortable working independently in a remote setting

Strongly Preferred

• Prior med spa or aesthetic practice experience
• Familiarity with Aesthetic Record EMR
• Bilingual English/Spanish
• Executive Assistant or advanced administrative support background
• Knowledge of cosmetic and aesthetic treatments and services
• Experience with patient scheduling and retention workflows