Executive Assistant (Job ID: ANTGOL1)

Insideoutva; Idaho; Hybrid; USD 11,000 - 17,000; Full time

Job summary

Insideoutva in the Greater Houston area seeks a self-directed Executive Assistant to manage client communications, CRM workflows, and daily operational tasks for a premium boutique clinic. You will consolidate software tools, maintain CRM pipelines, document SOPs, and deliver an exceptional experience for high-end clients so the founder can stay focused on client service.

The role requires fluent English, a luxury-service mindset, and full availability during US CST business hours.

Qualifications

• 2+ years supporting business owners or C-suite leaders, preferably in luxury settings.
• Excellent written and spoken English with high emotional intelligence.
• Proficient with Vagaro, Referizer, Shopify, and Google Workspace.
• Ability to create repeatable SOPs and document processes.

Responsibilities

• Manage client communications across email, text, and social channels with a luxury tone.
• Own calendar management, confirmations, reminders, and lead follow-ups.
• Maintain and optimize CRM pipelines and lead tracking.
• Audit tools and document SOPs and response templates.
• Monitor social DMs and route leads while preserving brand voice.
• Identify bottlenecks and present structured solutions to the founder.

Skills

Executive support

CRM management

Client communications

Emotional intelligence

Tools

Vagaro

Referizer

Shopify

Google Workspace

Job description

Exciting Remote Opportunity! We're Hiring an Executive Assistant!

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

• Location: LATAM / South Africa / Philippines

• Job Status: Full Time

• Work Schedule: Monday to Friday, 9:00 AM to 5:00 PM (Central Time)

• Compensation:

  • South Africa & LATAM: $10 – $12 per hour

  • Philippines: $8 – $10 per hour

• Target Start Date: ASAP

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.

Key Responsibilities

• 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

Core Requirements:

• 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.