Aesthetic Administrative Assistant

ProMD Health; Ashburn (VA); On-site; USD 42,000 - 54,000; Full time

Job summary

ProMD Health in Ashburn, VA, is seeking an Aesthetic Administrative Assistant to greet patients, answer calls, schedule appointments, and manage daily office operations. The role includes handling payments, closing procedures, and supporting social media efforts across Instagram and TikTok.

Strong computer skills, a warm demeanor, and the ability to multitask in a fast-paced, multi-provider practice are essential.

Qualifications

• 1-year experience in customer service, salon/spa, or retail.
• Bilingual or multilingual with Spanish and/or ASL preferred, but not required.
• Strong interpersonal and communication skills with a warm, professional demeanor.
• Proven ability to manage social media platforms, especially Instagram and TikTok.

Responsibilities

• Answer multi-line phone system and check patients in/out.
• Manage schedules, payments, and daily closing procedures.
• Oversee social media content planning, posting, and engagement.
• Capture in-office photos/videos and create digital assets.

Skills

Customer service

Social media management

Content creation

Photography

Videography

Graphic design

Multitasking

Spanish language

ASL

EMR experience

Tools

EMR system

Job description

At ProMD Health, we know patients are looking for results that are both visible and meaningful. We deliver more than standalone treatments and focus on a comprehensive, elevated care experience. From our experienced medical team and advanced techniques to our modern environment and patient focused philosophy, every element is thoughtfully designed to help you look refreshed, confident, and at your very best. The practice specializes in cutting-edge, non‑invasive aesthetic and wellness treatments. Our team emphasizes personalized care, safety, and comfort while helping patients achieve their aesthetic and wellness goals.

Role Description

The Aesthetic Administrative Assistant is the first face our patients see upon entering the office and the last person they see before leaving. This role entails answering a multi‑line phone system, checking in patients, entering and updating information in our computer system, and maintaining schedule control for our busy multi‑provider, multi‑location practice. The Aesthetic Administrative Assistant is also responsible for performing the office closing procedures at the end of each day. This position requires an individual with an outstanding work ethic, high dependability, and attention to detail. Proven and exceptional customer service skills with a strong desire to provide a positive and warm experience to all patients are essential. The Aesthetic Administrative Assistant is also responsible for managing and growing the company's presence on designated social media channels, with a primary focus on Instagram and TikTok.

The ideal candidate must be computer savvy, with strong organizational skills and multitasking abilities. A friendly and outgoing demeanor, willingness to go the extra step, and the ability to work well with other staff members are also crucial. The candidate makes patients feel especially well cared for while maintaining a cool, calm, and professional manner. The Aesthetic Administrative Assistant is creative, organized, and skilled in digital content creation, with a strong understanding of social media trends and strategies.

Key Responsibilities

• Answering phone calls, scheduling appointments, and checking patients in and out.
• Welcoming patients warmly, addressing their concerns, and ensuring follow up after appointments.
• Managing payments and conducting daily closing procedures to reconcile cash and appointments.
• Familiarity with back‑office routines to provide support as needed.
• Perform other related duties as assigned or requested.
• Oversee all social media platforms; including content planning, posting, and engagement.
• Capture in‑office photos and videos, and develop digital assets for social media and in‑house print materials.

Requirements

• Exceptional work ethic, dependability and attention to detail.
• Proven customer service skills with a warm and positive demeanor.
• Proficiency with computers, strong organizational abilities, and adept at multitasking.
• Friendly, outgoing personality with a willingness to collaborate with other staff members.
• Proven experience managing social media platforms, particularly TikTok and Instagram.
• Strong content creation skills, including photography, videography, and graphic design.
• Electronic medical record experience is preferred.
• Bilingual or multilingual proficiency in Spanish and/or American Sign Language (ASL) preferred, but not required.
• 1-year experience in customer service, salon/spa, or retail experience.