Executive Assistant

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)