Job Title: Medical Aesthetics Sales & Marketing Virtual Assistant
Position Type: Part-Time (20 hours per week)
Work Schedule: Pacific Time (PT)
- Monday: 10:00 AM – 3:00 PM
- Tuesday: 12:00 PM – 5:00 PM
- Wednesday: 1:00 PM – 6:00 PM
- Saturday: 11:00 AM – 4:00 PM
Location: Remote – Philippines
Pay Rate: $5–$6 USD/hour, depending on experience
About the Client and Role
Our client is a growing U.S.-based medical aesthetics practice specializing in personalized cosmetic and aesthetic treatments, including neurotoxins, microneedling, plasma treatments, and chemical peels.
We are looking for a proactive, personable, and results-driven Medical Aesthetics Sales & Marketing Virtual Assistant to support the practice's client acquisition, appointment setting, digital marketing, and client retention efforts.
In this role, you will primarily focus on converting prospective clients into booked appointments through inbound and outbound communication, consistent follow-ups, and relationship building. You will also take over the management and optimization of existing Meta Ads campaigns, support social media content creation, and help increase repeat bookings and membership sales.
The ideal candidate has proven sales and appointment-setting experience, hands-on Meta Ads management skills, and a genuine interest in medical aesthetics and client engagement.
Key Responsibilities
Primary: Sales, Lead Conversion & Appointment Setting
- Handle inbound and outbound calls using Google Voice to engage prospective and existing clients.
- Respond to inquiries from Instagram, Facebook, TikTok, Meta Ads, website inquiries, and referrals.
- Follow up with leads through calls, text messages, email, and social media to convert inquiries into booked appointments.
- Respond promptly to new advertising leads, targeting a response time of within 5 minutes during scheduled working hours.
- Discuss aesthetic services, pricing, promotions, and memberships using approved information without providing medical advice.
- Handle sales objections professionally, build positive client relationships, and encourage appointment bookings.
- Schedule consultations and appointments using Jane App.
- Maintain accurate lead records, track appointment conversions, and manage follow-up activities.
Secondary: Meta Ads Management & Lead Generation
- Take over the ongoing management and optimization of existing Facebook and Instagram advertising campaigns.
- Review campaign performance, audiences, and creatives to identify opportunities for improvement.
- Monitor lead generation, cost per lead, lead quality, and appointment conversions.
- Adjust existing campaigns and test new advertising strategies or creatives when needed.
- Monitor incoming advertising leads and coordinate timely follow-ups.
- Provide regular campaign performance updates and recommendations.
Additional: Client Retention & Membership Sales
- Follow up with existing and inactive clients to encourage repeat bookings.
- Promote treatment packages, memberships, and available offers using RepeatMD.
- Maintain positive client relationships and support client retention initiatives.
Support: Social Media Management & Content Creation
- Support social media engagement across Instagram, Facebook, and TikTok.
- Assist with creating and editing posts, reels, and stories using Canva, CapCut, or similar tools.
- Use AI-assisted tools to draft captions and support content scheduling.
- Help maintain a consistent, professional social media presence aligned with the practice's brand.
Requirements
- Proven experience in outbound calling, sales, lead generation, appointment setting, and lead conversion.
- Hands-on experience managing and optimizing Meta Ads campaigns, particularly Facebook and Instagram advertising.
- Previous experience supporting a medical aesthetics practice, medspa, healthcare clinic, or related healthcare business.
- Excellent verbal and written English communication skills, with clear and easily understandable spoken English.
- Confidence handling sales objections, discussing services, and converting inquiries into appointments.
- Experience using CRM, appointment scheduling, healthcare software, or EHR systems.
- Familiarity with Instagram, Facebook, and TikTok for client engagement and lead generation.
- HIPAA compliance training.
- Strong organizational skills, attention to detail, and ability to work independently.
- Reliable internet connection, quiet workspace, and professional phone presence.
- Availability to work the required Pacific Time schedule.
Preferred Qualifications
- Experience supporting cosmetic medicine, medical aesthetics, beauty, or wellness businesses.
- Familiarity with aesthetic treatments such as Botox, Dysport, microneedling, plasma treatments, and chemical peels.
- Experience using Jane App, RepeatMD, and Google Voice.
- Demonstrated success converting Meta Ads leads into booked appointments.
- Experience with Canva, CapCut, short-form video editing, and social media content scheduling.
- Experience promoting memberships, treatment packages, and client retention programs.
- Bilingual English–Spanish communication skills.
Performance Expectations / KPIs
- New Client Acquisition: Minimum of 10 new clients per month, with an ideal target of 20.
- Lead Conversion: Consistently convert inquiries into booked consultations and appointments.
- Client Retention: Encourage repeat bookings and membership sales.
- Marketing Performance: Monitor advertising results, lead quality, and appointment conversions.
- Lead Follow-up: Maintain timely and consistent communication with prospective and existing clients.
Basic Requirements
- Must speak and write English clearly and professionally.
- Must have relevant work experience.
- Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
- Must be available to attend video meetings with camera on when required.
Technical Requirements
- Computer: Reliable laptop or desktop computer.
- Internet: Stable high-speed internet connection (minimum 25 Mbps).
- Audio: Noise-canceling headset.
- Video: Working webcam for virtual meetings.
- Workspace: Quiet and professional work environment.
Benefits
- Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
- Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
- HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
- Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
- Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
- Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
- Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
- Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.
These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.
