Administrative Project Assistant

Job Summary

We are seeking a motivated, organized, and client-focused Administrative & Project Assistant to join our growing medical spa team. This hybrid role is ideal for someone who thrives in a fast-paced environment, enjoys both project coordination and client sales, and takes pride in delivering an exceptional client experience.

This position plays a key role in day-to-day operations, project management, client relations, and revenue growth, while helping maintain a welcoming, polished, and professional med spa environment.

Key Responsibilities

Administrative & Operations Support

• Manage and support projects, daily operations, and workflows while ensuring deadlines and priorities are met
• Deliver exceptional guest service through professional client communication, greetings, and follow-ups
• Provide administrative support to providers and staff related to services and treatments
• Maintain an organized, clean, and compliant office environment in collaboration with the team
• Coordinate scheduling, appointments, and client records

Sales & Client Growth

• Identify, contact, and follow up with prospective and existing clients while managing inbound and outbound leads
• Build and maintain strong client relationships by understanding needs and recommending tailored services, packages, and memberships
• Manage and maintain a healthy sales pipeline, tracking activity, results, and trends to support reporting and forecasting
• Execute and support sales and marketing campaigns, assisting with sales strategies and improving conversion rates
• Meet or exceed monthly and quarterly sales goals while organizing client correspondence, contracts, and paperwork

Qualifications

• Experience in administration, sales, customer service, hospitality, or a related field, with strong organizational, multitasking, and time-management skills
• Proficient with computers and office software (Microsoft Word, Excel, PowerPoint) and able to quickly learn new systems (Vagaro, Canva, ChatGPT, social media platforms a plus)
• Professional, friendly, and client-focused communicator with strong verbal and written skills; able to work independently and collaboratively
• Interest in the beauty, wellness, or aesthetics industry (experience preferred; willingness to learn required)
• Authorized to work in the U.S. with reliable transportation, ability to commute, background check required; Spanish preferred but not required