Virtual Assistant - Skin Clique

We are looking for a Virtual Assistant (VA) to serve as an operational extension of our high-performing providers - someone who streamlines administrative workflows, strengthens patient engagement, and brings the kind of steady consistency that helps practices grow and thrive.

This role is a great fit for someone who is proactive, resourceful, and energized by a fast-paced, startup-style environment where no two days look exactly the same. We are looking for a true self-starter - someone who is confident in their ability to figure things out, ask smart questions, and move work forward without needing a roadmap for every task.

Above all, our providers are at the heart of this role. They are entrusting you with pieces of their practice they hold close and precious, and our highest priority is making sure they feel that every task is done as well as, if not better than, what they could have done themselves.

Job Overview

• Job Types: Part-time, Full-time

• Work Setting: Work from home

• Location: Remote (Worldwide)

• Salary: Competitive Pay

• Employer: Skin Clique

Responsibilities

Provider & Practice Support

• Precharting patient appointments thoroughly and accurately so providers can walk into every visit fully prepared.
• Acknowledge provider requests quickly, complete tasks on time, and proactively post status updates in Trello whenever a task can't be completed right away.
• Double-check every piece of work before contacting a patient or sending a report to a provider, with a goal of zero avoidable errors.
• Manage provider inboxes and calendars, including patient scheduling, follow-ups, and virtual consultations.
• Support patient communication workflows, including appointment reminders, reorder messages, and post-treatment check-ins.
• Maintain accurate data entry in our EMR (Zenoti) and other Skin Clique systems.
• Assist with planning and logistics for virtual and in-person events, such as tox events and skincare education sessions.
• Create and manage patient lists, lead trackers, and engagement logs as directed by the provider.

Marketing & Growth Assistance

• Track engagement and campaign performance using prebuilt reporting templates.
• Identify local collaboration or event opportunities to support practice expansion.
• Maintain a practice growth tracker to help providers monitor performance and identify new opportunities.

Administrative & Operational Tasks

• Support order tracking, inventory management, and reorders for consumables and marketing materials.
• Prepare monthly performance reports summarizing activity and outcomes.
• Collaborate with the Skin Clique core team to address scheduling, billing, and system-related questions.
• Ensure all communications, documentation, and patient information remain compliant and confidential. 

Requirements

• A self-starter mindset with the confidence to take ownership, problem-solve, and move quickly without hand-holding.
• A genuine servant attitude in every interaction, treating both providers and patients with warmth, patience, and care.
• A high standard for your own work, with the discipline to double-check before anything goes out the door.
• Strong follow-through and communication habits, including timely acknowledgements and proactive updates when timelines shift.
• Prior administrative or virtual assistant experience, ideally in a fast-paced or client-facing setting.
• Exceptional attention to detail and organizational skills.
• Excellent written and verbal communication skills.
• Comfort managing multiple providers and priorities in a virtual environment.
• A medical, healthcare, aesthetics, or wellness background is a nice-to-have, but not required.
• Experience with EMRs (Zenoti), scheduling tools, CRMs, Trello, or social media management platforms is a plus

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