Executive Assistant

InsideOut; Philippines; Remote; PHP 446,000 - 670,000; Full time

Job summary

InsideOut is seeking a highly autonomous Executive Assistant to support a premium hair restoration clinic and boutique studio. The role centers on owning client communications, CRM workflows, and day-to-day operations to ensure a flawless luxury experience for high-end clients.

The role requires 2+ years of executive support, exceptional English, and strong tech skills with Vagaro, Referizer, Shopify, and Google Workspace.

Qualifications

• 2+ years supporting business owners or C-suite leaders, ideally in luxury beauty, wellness, or premium hospitality environments.
• Exceptional written and spoken English with high emotional intelligence for high-end clients.
• Experience with booking and CRM software (Vagaro preferred), lead-generation platforms (Referizer), e-commerce (Shopify), and Google Workspace.

Responsibilities

• Manage client communications across email, text, and social channels with a luxury-brand voice.
• Fully own calendar management, appointment confirmations, reminders, reschedules, and lead follow-ups to reduce drop-offs.
• Maintain lead tracking, update client records, and optimize pipeline workflows using Vagaro and Referizer.

Skills

English proficiency

CRM experience

Self-directed

Tools

Vagaro

Referizer

Shopify

Google Workspace

Job description

Are you an autonomous, highly polished Executive Assistant who excels at client communications, CRM workflows, and bringing structure to premium boutique operations? We are seeking a full-time Executive Assistant based in LATAM, South Africa, or the Philippines to take full ownership of day-to-day operations for a high-end hair restoration clinic and boutique studio based in the Greater Houston area!

C1 ENGLISH LEVEL IS REQUIRED. The selected candidate will be speaking strictly in English during their whole shift.

Job Details at a Glance

• Job Title: Executive Assistant
• Job ID: ANTGOL1
• Industry: Luxury Service / Non-Surgical Hair Replacement & Wellness
• Job Status: Full Time
• Work Schedule: Monday to Friday, 9:00 AM to 5:00 PM (Central Time)
• Compensation:

About the Client

Our client is a premier, specialized hair restoration clinic and high-end hair studio based in the Greater Houston area. Combining laboratory precision with salon artistry, they deliver personalized, non-surgical hair replacement systems, advanced therapies (such as PRP and scalp treatments), and luxury tailored salon services for men and women. They have built a strong reputation for compassionate, confidential, and highly effective transformation experiences.

About the Role

We are seeking a self‑directed Executive Assistant to manage client communications, streamline backend systems, and drive daily operational workflows. In this role, you will consolidate software tools, maintain CRM pipelines, document repeatable SOPs, and deliver an exceptional experience for high‑end clientele so the founder can remain focused entirely on client service.

• Client Engagement & Experience: Manage incoming communications across email, text, and social channels—maintaining a fast, adaptive, and highly professional tone suited for a luxury brand.
• Scheduling & Workflow Ownership: Fully own calendar management, appointment confirmations, reminders, reschedules, and rapid lead follow‑ups to eliminate drop‑offs.
• CRM & Pipeline Operations: Maintain lead tracking, update client records, and optimize pipeline workflows using Vagaro and Referizer.
• Systems Streamlining & SOP Creation: Audit and integrate existing tools (Vagaro, Referizer, Shopify) and document clear SOPs and response templates as you work.
• Social Media & Inbound Management: Monitor Instagram and Facebook DMs, maintain brand voice, route leads, and track key engagement metrics.
• Proactive Problem Solving: Identify operational bottlenecks, implement independent solutions, and bring structured answers to the founder.

Qualifications & Skills

• Experience: 2+ years supporting business owners or C‑suite leaders, ideally in luxury beauty, wellness, med‑spa, or premium hospitality environments.
• Communication & Tone: Exceptional written and spoken English with high emotional intelligence to adapt communication styles for high‑end clients.
• Technical Aptitude: Experience with booking and CRM software (Vagaro preferred), lead‑generation platforms (Referizer), e‑commerce (Shopify), and Google Workspace.
• Work Ethic: Highly reliable, self‑directed, and capable of establishing order and repeatable processes without needing step‑by‑step guidance.
• Schedule Alignment: Full availability during US Central Standard Time (CST) business hours.