Part Time Assistant for Business Owner

Seattle Massage Pro LLC; Seattle (WA); On-site; USD 42,000 - 48,000; Full time

Benefits offered by this job

Free massage (1 per month)

Employee discounts on services

Health insurance (after 60 days)

Free sauna and floats

PTO accrual begins immediately

Friends & family discounts

Job summary

Seattle Massage Pro LLC is seeking a flexible assistant to support a busy business owner. The role combines front desk tasks with light maintenance, scheduling, and event coordination to keep the clinic running smoothly.

You may also assist with social media and blog research. The ideal candidate has at least 2 years of experience, strong organization and communication skills, and a willingness to handle personal tasks as part of supporting the owner.

Qualifications

• Must have 2 years of previous job experience and some supervisory exposure.
• Strong organizational and communication skills, professional demeanor.
• Ability to work independently, manage multiple tasks, and learn quickly.

Responsibilities

• Serve as front desk for the massage clinic: phones, scheduling, sales, customer service.
• Perform simple maintenance tasks or coordinate with maintenance when needed.
• Schedule and coordinate for staff, clients, and events; manage changes and logistics.
• Assist with social media posts, marketing materials, and blog research as needed.
• Help with errands and logistics, both in clinic and virtually.

Skills

Organization

Communication

Professionalism

Adaptability

Time management

Tech literacy

Tools

Canva

Affinity

Spreadsheets

Word processing

Slides

Job description

Business owner is in need of an assistant! This job will be mostly work-related, but some personal tasks may be involved due to the nature of being a working mom who’s extremely busy and in need of help juggling it all. Basically, I need to duplicate myself because there just isn’t enough time in a day. They will be trained for the front desk at my massage clinic and be able to fill-in in a pinch for sickness or vacation, as well as know some simple maintenance things for the clinic, or who to call to handle them if they’re not so simple. I need someone to be able to be there when I can’t, and make sure the business and my life don't both fall apart if I have a personal emergency or some day decide to go on a vacation, which I also might need help with the planning or coordinating logistics.

Duties may include but not limited to:

Clinic-related:

• -basic reception duties at the massage clinic; answering phones, scheduling, checking out clients, customer service, selling packages and gift certificates and retail
• -simple maintenance around the clinic; changing light bulbs, tightening screws and bolts on furniture if it gets wobbly or loose, hanging something back up that fell (and knowing what a drywall anchor is and how to use them, as well as a drill and screwdriver, if needed), reattaching something that came unglued, simple caulking around shower or float tank or sinks, or whatever is simple and you’d do around your house and already know how to do without calling a handyman
• -trouble-shooting unpredictable problems as they arise and being able to relay that information to the owners or a maintenance contact if I’m not around
• -inspecting equipment regularly to make sure it’s running smoothly; I usually do this, but I’ll need someone I trust to do it if I can’t, and they'll need to understand what they're looking at to know if it's correctly operating, or off and needing adjusted
• -being able to diagnose a problem based on what you’ve been shown, and who to notify if I’m not around to do so
• -routine care of the equipment that’s a little beyond daily task lists (like deep cleaning of ice machine or float tank, changing filters, etc)-- some of the other team members know how to do this, but I want multiple people I trust knowing in case they can't be around when it needs done
• -ordering supplies or product if asked to and it’s needed
• -sorting mail and email to get the junk and clutter out so owner can focus on what they actually need to do and see
• -scheduling— making sure the employee schedule matches what’s available to book online
• -helping with short-notice schedule changes if necessary (they’re usually planned in advance, but sometimes there’s sickness or last-minute reasons to need off or take a new shift and it can be hectic to make sure it's all done efficiently and smoothly)
• -helping to ensure the clinic’s cleanliness and brand standards are followed when I’m not around by stopping in for surprise look-around to make sure it’s being run as it should and is consistent (a not-so-secret "secret shopper" sort of?)
• -organizing meetings and work events, in and out of the clinic; reserving coffee shop or restaurant seats, RSVPing and making sure the numbers are correctly planned for, pre-ordering food if needed, ordering delivery or catering or picking up food for in-clinic events
• -creating well-designed signage or marketing materials occasionally. There’s typically templates for these things, but they still need to look nice after the template is adjusted
• -researching product or equipment and narrowing down choices based on reviews and surveys of team members
• -making social media posts and stories that are a cohesive brand and using social media marketing effectively and within budget
• -potentially writing blog posts that are relevant to the clinic's brand, or providing research to be used for an article or post if I ever have time to do this myself
• -potentially running meetings, eventually, if there's a reason I can't be at them, but typically it will just be assisting or coordinating for them

Personal-related:

• -picking up groceries or orders at local stores
• -taking mail or packages to the post office if needed, such as gift boxes or returning ordered items
• -driving daughter to or picking up from something, or arranging a ride for them if I’m stuck unexpectedly in something I can’t get out of on time
• -walking Princess Buttercup, the world’s cutest dog, occasionally, if I’m not able to get home to it, or arranging for someone to

The job's starting pay will be during training and learning time, which may take awhile since the role is so diverse and requires so many different areas and skills. But once it's fully understood and you're working without as much guidance, it will increase based on how many more of these tasks you take on. There's always room to help more, so it really could become much higher than listed based on the relationship and how much I eventually delegate as I trust the work quality and reliability and have time to do more. There's always more in the works and it's never a dead-end.

The hours will vary by week and task and aren't super predictable, because my life isn't, but if they need full-time work, they could work a regular part-time Front Desk/ Clinic Coordinator position to supplement and be eligible for the health insurance plan. Hours not in the clinic are tracked in a separate time tracking app.

Skills Required:

• -basic tech, like phone, email, computer, word-processing, some design software or apps such as Canva or Affinity, spreadsheets, and slide shows. Apple products are mostly used in the business, so familiarity with them, or ability to learn quickly, are a must.
• -organization and cleanliness, although the job is NOT being a cleaning person, they just can't be recklessly messy or disorganized
• -strong communication skills with written and spoken vocabulary and grammar, professional mannerisms and business standards such as hand shaking and eye contact, comfortable speaking to others, making phone calls, and meeting new people
• -understanding of business basics of professionalism, brand messaging, appearance, time management, work ethics, and typical office core competencies
• -confidence to be direct and honest yet polite and professional; it's kinder to say it simply and truthfully and not be vague and misleading.
• -adaptability and learning quickly based on situation (aka "reading the room")

MUST HAVE 2 YEARS OF PREVIOUS JOB EXPERIENCE, and preferably something with responsibility or supervising, to fully understand and feel comfortable with not being micro-managed. Pretty much any job experience can be relevant with the right mindset, so don't be hesitant if it isn't in an office or business setting-- babysitting and restaurants are extremely reliant on professionalism, adaptability, and consistency, and are great experiences to prepare for this, as well as reception and other types of assistant. Education level is not important as long as the grammar and professional communication is demonstrated and clearly evident.

Consistency, honesty, and reliability are the number one factors that are needed in this role, because this person needs to be my right hand, and that means they have to be the one to solve the problems when others can't be trusted. They have to be the most reliable person I know, and be honest and up-front.

This position is about me genuinely needing someone to help with everything that I'm struggling to keep up with. It will benefit the business and those in my life to have some assistance, in general, and these are tasks I believe can be easily delegated. The position is NOT an internship, and after a training/learning period, you will not be supervised other than the directions for a new task if it's not previously been explained. It will be both in the clinic at times, but also a lot of errands which will happen wherever they're needed, and organizing and planning logistics, which can happen virtually from anywhere.

Benefits include:

• -1 free massage a month, and consecutive ones at employee discount
• -Free sauna and floats when they're not in-use (if not reserved)
• -Employee discount on retail product, as well as samples and occasional freebies
• -Friends and family discounts on clinic services
• -Accrued PTO begins immediately (to be used after 60 days)

Benefits At 20 hrs/week average

• * Reimbursement for CEs (after 60 days)
• * Health insurance (after 60 days)