Client Concierge & Executive Assistant

Tork Plastic Surgery + Aesthetics; Cincinnati (OH); On-site; USD 52,000 - 78,000; Full time

Job summary

Tork Plastic Surgery & Aesthetics in Cincinnati, OH seeks a Client Concierge & Executive Assistant who delivers luxury-level service from the first contact. You will manage front-office experience, surgical bookings, pre/post-op education, and assist leadership with executive logistics.

The role welcomes candidates from luxury hospitality or medical aesthetics, with a proactive mindset and training on our clinical workflows.

Qualifications

• 2+ years in luxury hospitality, concierge, or high-end client services.
• Polished, professional presence with strong verbal and written communication.
• Self-directed, detail-oriented, able to handle executive logistics and privacy requirements.
• Prior experience with hospital scheduling, EMR software, or aesthetic treatments is a plus, trainable.
• Familiarity with aesthetic surgery terminology and medical skincare is advantageous.
• Proficient with digital scheduling systems, CRM/lead tools, and standard office software.
• Total discretion regarding leadership affairs and client confidentiality.

Responsibilities

• Oversee front-office operations, greet and assist patients, and maintain luxury ambience.
• Schedule surgical cases, coordinate OR time, and manage pre-/post-op education for patients.
• Provide executive support to leadership, manage confidential correspondence, and coordinate vendor and operational tasks.

Skills

Luxury hospitality

Executive coordination

Communication skills

Attention to detail

EMR coordination

CRM tools

Discretion

Tools

EMR software

Microsoft Office

Google Workspace

Job description

Job Title: Client Concierge & Executive Assistant

Company: Tork Plastic Surgery & Aesthetics

Location: Cincinnati, OH (In-Person Only)

Employment Type: Full-Time

About Tork Plastic Surgery

Tork Plastic Surgery is a premier aesthetic surgery and medspa practice in Cincinnati, Ohio. Led by double board-certified plastic surgeon Dr. Shahryar Tork, our practice is committed to delivering clinical excellence within an elevated, highly curated environment. We blend surgical artistry and advanced medical-grade aesthetic treatments with personalized service for a refined experience where exceptional patient care and luxury hospitality feel effortless.

The Role

Our Client Concierge & Executive Assistant is a polished, energetic professional with outstanding interpersonal skills, high emotional intelligence, a passion for aesthetics, and a deep appreciation for white-glove service. You are the client’s first link to Tork Plastic Surgery, setting the standard of care from the very first interaction—because to us, every detail matters.

In this versatile role, you will orchestrate our front-office patient experience, manage surgical bookings and hospital/surgery center coordination, guide patients through pre/post-operative education and milestones, and present treatment options across our complete menu of surgical, medspa, and wellness offerings. Depending on Dr. Tork’s schedule, you will also utilize scheduled operational windows to provide high-level executive, administrative, and logistical support to practice leadership.

We welcome candidates from luxury hospitality, boutique professional/legal services, executive support, or high-end aesthetic medicine. If you are a proactive problem solver with a "no task is too small" mindset and a dedication to luxury-level service, our team will provide comprehensive training on our specific clinical and surgical coordination workflows.

Key Responsibilities

1. Client Experience & Front Office Operations

• Luxury Hospitality & First Impressions: Serve as the welcoming first link for all patients via phone, email, text, and in person. Greet arriving guests, offer a beverage of choice, and ensure they feel comfortable and cared for.
• Front Lounge & Atmosphere: Maintain an impeccably organized, pristine front lounge and reception area, ensuring all patient common areas reflect high luxury standards.
• Master Practice Scheduling: Optimize multi-provider calendars to ensure daily flow is punctual and efficient across clinic consultations, medspa appointments, and pre-op/ post-op visits.
• Patient Journey & Consultative Care: Enhance each patient’s aesthetic journey by understanding our full menu of surgical and medspa treatments. Conduct lead outreach, assist with reward programs (Allē, Aspire, etc.), and discuss medical-grade skincare.
• Financial Quotes & Billing: Issue treatment and surgical fee quotes, discuss financial options, collect payments, generate invoices, and handle patient billing inquiries.
• Clinical Support & Records: Accurately maintain EMR records, secure consents, take standardized clinical photos, assist with exam room prep/turnover, and monitor supplies.
• Compliance & Discretion: Uphold strict adherence to patient privacy (HIPAA) and workplace safety standards (OSHA).

2. Surgical Scheduling & Hospital Coordination

• Surgical Booking & OR Coordination: Schedule surgical cases, coordinating operating room time, block time, and surgical staff across partnering hospitals and outpatient surgery centers.
• Pre-Operative Clearance & Paperwork: Coordinate pre-admission testing (PAT), laboratory work, and medical clearances, ensuring complete surgical packets are submitted to facilities in advance.
• Patient Pre- & Post-Op Education: Guide surgical patients through their preparation journey—distributing preoperative packets and instructions, recovery guidelines, and answering logistical questions.
• Facility Logistics: Submit necessary surgical authorizations and maintain professional relationships with hospital and surgery center teams.

3. Executive Support & Practice Operations

• Master Calendar & Travel Logistics: Maintain Dr. Tork’s master calendar (integrating surgery schedules, clinical days, and personal commitments) and arrange travel logistics.
• Practice Administration: Process incoming mail, manage faxes, maintain physical and digital practice files, and assist with provider licensing and credentialing upkeep.
• Executive Coordination & Special Projects: Provide direct administrative support to practice leadership, manage confidential correspondence, and handle special logistical projects.
• Vendor & Operations Support: Liaise with service vendors, handle off-site errands, and manage operational logistics during scheduled downtime to keep practice and executive operations running seamlessly.

Qualifications, Knowledge & Skills

• Experience: 2+ years in luxury hospitality (concierge, front office, high-end guest services), boutique professional services (legal, private wealth), or medical aesthetics/plastic surgery.
• Hospitality Mindset & Polish: Exceptional verbal and written communication skills with a refined, warm, and professional presence.
• Self-Directed Problem Solver & Organizational Skills: High attention to detail, exceptional multi-tasking abilities, and comfort managing both client-facing interactions and executive logistics.
• Surgical/Medical Coordination: Previous experience with hospital scheduling, EMR software, or aesthetic treatments is a strong plus, but trainable for a candidate with proven administrative excellence.
• Industry Knowledge: Working familiarity with aesthetic surgery terminology, medspa treatments, injectables, and medical-grade skincare.
• Technical Savvy: Comfort with digital scheduling systems, CRM/lead tools, and Microsoft Office / Google Workspace.
• Absolute Discretion: Total commitment to client confidentiality and discretion regarding leadership affairs.