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AI Summary
The role involves managing client leads, scheduling appointments, and handling professional communications for a spa business. Additionally, the assistant will track finances, manage supplier orders, and organize business documentation.
Executive Assistant / Administrative Coordinator
We are seeking a reliable, organized, and detail-oriented Executive Assistant / Administrative Coordinator to support the daily operations of a growing spa business. The ideal candidate is fluent in English, tech-savvy, and capable of handling both administrative and client-facing tasks with minimal supervision.
Key Responsibilities
Client & Lead Management
- Manage and organize client leads using Excel and Google Sheets
- Maintain structured digital filing systems in Google Drive
- Handle client follow-ups, confirmations, and feedback collection
Scheduling & Coordination
- Schedule and coordinate appointments, meetings, and follow-ups
- Manage Google Calendar and ensure smooth daily scheduling
Communication
- Respond to client inquiries via phone and email (inbound and outbound)
- Maintain professional and friendly communication at all times
Finance & Reporting Support
- Record and track income and expenses
- Prepare weekly reports for the accountant
Operations & Supplies
- Communicate with suppliers for orders and restocking
- Track purchases and inventory levels
Documentation
- Prepare and organize business documents (invoices, contracts, W-9 forms, etc.)
- Maintain accurate and updated business records
Marketing Support (Optional)
- Assist with basic Facebook and Instagram page management if needed
Requirements
- Excellent English communication skills (spoken and written)
- Strong organizational and computer skills (Excel, Google Drive, Google Calendar)
- Highly responsible, trustworthy, and detail-oriented
- Comfortable handling phone calls and email communication
- Able to manage multiple tasks independently
- Proactive, self-motivated, and willing to grow with the business
Preferred Qualities
- Previous experience in administrative support, customer service, or coordination roles
- Experience working remotely or independently
- Ability to work in a fast-paced environment while staying organized
Position Type
- Remote / Work from Home
- Full-Time or Part-Time (depending on availability)
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