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) Apply To This Job