Executive Assistant

Scala Staffing

. Transfer client and appointment information accurately between the booking system and the doctor’s notes system .

Posted 10/15/2026part-timeRemote • AustraliaMid-LevelSeniorWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates expertise in managing client communications and maintaining accurate records in a cosmetic clinic environment, with a strong focus on client confidentiality and attention to detail. Proficient in social media content creation and client retention strategies to enhance engagement and support marketing efforts.

Highest-signal resume keywords

Experience With Cosmetic InjectablesData Entry AccuracyClient Confidentiality UnderstandingSocial Media Communication SkillsFamiliarity With Clinic Booking Software

ATS Keywords

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Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills

Data EntryClient Retention CampaignsPost-Treatment Communication WritingBasic Canva SkillsEmail Marketing Tools Experience

Soft Skills

Attention To DetailProfessional CommunicationTrustworthinessProactivityCalmness Under Pressure

Tools & Technologies

ClinikoTimelyFreshaMailchimpActiveCampaign

Industry Keywords

Cosmetic ClinicAesthetic ClinicAustralian Health PrivacyRecord-Keeping ExpectationsMeta Ads Management

About the role

Key responsibilities & impact

Transfer client and appointment information accurately between the booking system and the doctor’s notes system
Process daily clinic notes by the end of each business day
Maintain accurate, compliant records in line with clinic requirements
Respond to client inquiries via Instagram with professionalism and care
Recognize sensitive inquiries, such as post-treatment concerns, and escalate them to Jamie rather than providing medical advice
Run proactive client re-engagement and follow-ups
Follow up with clients on product purchases and recommendations
Create content for social media and marketing
Support advertising campaigns

Requirements

What you’ll need

Experience with cosmetic injectables (Botox, fillers), a critical requirement
Proven accuracy and attention to detail in data entry across multiple systems
Understanding of client confidentiality and medical record sensitivity
Strong written communication with a warm, professional tone
Comfortable using Instagram for client communication
Reliable availability during afternoon/evening Sydney hours
Prior experience working in or supporting a cosmetic or aesthetic clinic
Trustworthy, discreet, and calm when handling sensitive client messages
Proactive and able to move beyond data entry as the role grows
Reliable and committed to a consistent weekly schedule
Familiarity with clinic booking software (e.g., Cliniko, Timely, Fresha)
Knowledge of Australian health privacy and record-keeping expectations
Experience writing post-treatment aftercare communications and appointment reminders
Basic Canva and social media content skills
Experience with Meta Ads or basic ad management
Client retention or recall campaign experience
Email or SMS marketing tool experience (e.g., Mailchimp, ActiveCampaign)
Basic SOP documentation skills

Benefits

Comp & perks

Part-time schedule of 20 hours per week to start
Remote work arrangement
Opportunity for the role to scale from part-time to full-time