Office Administration à Canada

Reports To: CEO/President

Location: Infinite Medical Spa, London, ON

Employment Type: Full-Time

About Infinite Medical Spa

Infinite Medical Spa is a trusted destination for clients seeking results-driven aesthetic treatments in a professional, elegant, and empowering environment. Our mission is to help clients build confidence and self-love through advanced, medically guided skincare and cosmetic services.

We are seeking a dynamic, organized, and results-focused Office Manager & Executive Assistant to support the CEO, lead internal operations, and play a key role in our client conversion process.

Role Summary

This hybrid role bridges executive-level support, clinic operations, and sales administration. You will act as the CEO’s strategic right hand, ensuring that the business runs smoothly, staff are well-supported, procedures are implemented consistently, and clients are moving effectively through the lead-to-booking funnel. You must be equally comfortable leading a team, nurturing a client, or solving a logistical problem on the fly.

• Oversee daily operations and ensure all areas of the clinic are fully resourced and running smoothly.
• Create and maintain protocols, SOPs, and systems for staff, inventory, scheduling, and patient experience.
• Lead staff onboarding and training, ensuring alignment with brand standards and procedures.
• Manage the CEO’s calendar, prioritize tasks, schedule meetings, and coordinate internal and external communications.
• Assist in implementation of clinic-wide initiatives (marketing campaigns, product rollouts, procedural updates).
• Ensure compliance with privacy laws, licensing requirements, and safety/sanitation protocols.
• Act as liaison between CEO, staff, vendors, and contractors as needed.
• Organize and maintain digital and physical records, logs, and reports.

Executive Support

• Serve as a trusted assistant to the CEO, helping execute projects and internal priorities.
• Draft and edit internal communications, reports, and presentations.
• Monitor task progress, follow up on delegated items, and ensure accountability across departments.
• Handle special projects, confidential initiatives, and process improvements.
• Coordinate travel, events, and team development activities.

Sales & Client Experience Oversight

• Monitor lead sources (website surveys, ads, phone inquiries, referrals) and ensure timely follow-up.
• Qualify, nurture, and convert leads into appointments and consultations.
• Oversee CRM usage, track conversion metrics, and report booking trends and gaps.
• Support front-end team with sales training, scripting, and customer support.
• Guide potential clients through our treatment offerings and help them book the right services.
• Collaborate with marketing and clinical teams to align messaging with service delivery.
• Contribute to the development of take-home product recommendations based on client needs.

Ideal Candidate Profile

You are:

• A natural leader with a “get-it-done” attitude and a love of structure
• Highly resourceful, with the ability to pivot quickly without losing sight of the details
• Emotionally intelligent, polished, and professional in high-end client interactions
• Curious and confident with aesthetic services, skincare, and client education
• A self-starter who thrives with ownership, accountability, and initiative

Qualifications

Required

• 3+ years of experience in clinic coordination, office management, or executive assistance
• 2+ years of experience in client-facing sales, preferably in medical aesthetics or wellness
• Strong written and verbal communication skills
• Proficient in calendar management, CRM systems, and Microsoft Office / Google Workspace
• Excellent time management and ability to prioritize under pressure
• Strong judgment, discretion, and ability to handle sensitive information
• Proven leadership capabilities and team coaching/mentoring experience

Nice to Have

• Previous experience in a cosmetic clinic, dental office, or health/wellness business
• Familiarity with JaneApp, GoHighLevel, or similar CRMs
• Experience with SOP creation, project coordination, or small business operations
• A passion for skincare and confidence-building treatments

Key Success Metrics

• Lead-to-booking conversion rate, KPI measurements
• On-time execution of CEO initiatives
• Staff training compliance and onboarding satisfaction
• Client retention and service review quality
• Internal communication effectiveness and workflow consistency

Working Conditions

• Primarily on-site with some off-hours admin work required
• Intermittent physical activity (sitting, walking, occasional lifting)
• May require occasional travel or evening/weekend coordination during campaigns or events
• On-call availability for urgent clinic matters or executive needs

Why Join Infinite Medical Spa?

We offer competitive salary packages, a supportive work environment, and opportunities for career advancement. Qualified applicants are encouraged to send their resume and cover letter to:

Email: hr@infinitemedicalspa.com

Infinite Medical Spa is committed to diversity and is an equal opportunity employer. We provide accommodations in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If you require accommodation to apply or participate in the hiring process, please include this request in your cover letter.