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)