Virtual Assistant

**Job Overview** Virtual Marketing, Patient Experience \& Growth Coordinator If this is you, you are a potential candidate: "I've worked with a medspa/medical practice. I know how to follow up with leads, communicate with patients, manage social media and email campaigns, coordinate events, use Canva/CRM systems, and I'm comfortable looking at the numbers and figuring out what needs to happen next.” **Part\-Time \| 15–20 hours/week \| Remote** About Elysion Elysion Health \& Wellness is a growing physician\-led practice in Marietta, Georgia integrating **functional medicine, women's wellness, metabolic health and regenerative aesthetics**. Our philosophy is simple: **Look. Feel. Live Your Best—Inside \& Out.** We are building a modern, elevated healthcare experience that combines medical expertise with personalized wellness and regenerative aesthetic care. We are looking for a highly organized, polished and proactive **Virtual Marketing \& Patient Experience Coordinator** to help us grow. This is not a traditional virtual assistant position. We are looking for someone who can take ownership of projects, communicate beautifully with patients and prospective patients, coordinate marketing, follow up with leads and help turn interest into actual appointments and revenue. THE ROLE The ideal candidate is part: **Marketing Coordinator \+ Patient Concierge \+ Project Manager \+ Lead Follow\-Up Specialist** You will work directly with the physician\-owner and help execute the business and marketing initiatives that allow her to stay focused on patient care. You should be someone who sees what needs to be done and takes initiative rather than waiting to be given every individual task. YOUR PRIMARY RESPONSIBILITIES1\. Lead Management \& Follow\-Up This is one of the most important parts of the position. You will help ensure that every qualified inquiry receives timely, professional follow\-up. Responsibilities include: * Responding to appropriate website, social media and marketing inquiries * Following up with prospective patients who have expressed interest * Tracking leads from initial inquiry through consultation and treatment * Identifying leads who have not yet scheduled * Following up with missed consultations and no\-shows * Maintaining accurate lead status * Coordinating with the physician when a clinical question requires medical input * Helping convert inquiries into consultations and treatment plans * Maintaining a professional, warm and elevated patient experience You should be comfortable following up more than once without being pushy. 2\. Aesthetic Patient Reactivation We have an established patient base and want to do a better job staying connected with them. You will help identify and communicate with patients who may be appropriate for: * Skin rejuvenation * RF microneedling * Laser treatments * Regenerative skin treatments * Neuromodulators * Medical\-grade skincare * Women's wellness treatments * Other Elysion services Examples: Patients who have not returned for 3–6 monthsPatients who previously expressed interest but never scheduledPatients who completed one treatment but did not continue their recommended planPrevious event attendees who did not purchase Your job is to help us create a consistent, relationship\-based follow\-up system. 3\. Event Planning \& Execution Elysion hosts intimate wellness and aesthetic events and community partnerships. You will help coordinate events from concept through follow\-up. Responsibilities may include: * Event planning timelines * RSVP management * Guest lists * Invitations * Email campaigns * Text campaigns * Social media promotion * Vendor coordination * Printing * Event materials * Staff coordination * Lead capture * Post\-event follow\-up * Tracking consultations and sales generated by each event Our next major event is **The Elysion Regenerative Wellness Experience on October 29**. You will be expected to help coordinate the campaign leading up to and following this event. 4\. Social Media \& Marketing Coordination You do not need to be the face of Elysion. Dr. Gibson is the clinical voice and creative vision. Your role is to help turn that vision into consistent execution. Responsibilities may include: * Creating and maintaining a content calendar * Scheduling Instagram/Facebook content * Creating simple Canva graphics * Repurposing physician\-created videos * Organizing photographs and videos * Creating Stories * Coordinating Reels * Monitoring comments and appropriate direct messages * Helping develop email campaigns * Supporting promotional campaigns * Coordinating website updates * Tracking campaign performance Experience with **Canva, Instagram, Facebook, email marketing and CRM systems** is strongly preferred. 5\. CRM \& Marketing Systems You will help maintain an organized marketing and lead pipeline. We want to know: **Where did this person come from?** **What are they interested in?** **Have they been contacted?** **Did they schedule?** **Did they show?** **Did they purchase?** **What should happen next?** You may work with systems including: * Cerbo * RepeatMD * Meddesk * Email marketing platforms * Scheduling software * Google Workspace * Canva * Social media platforms * Spreadsheets/Google Sheets * Other CRM and marketing tools Experience with healthcare, medspa or aesthetic practice systems is a strong plus. 6\. Weekly Revenue \& Marketing Reporting You will help create a simple weekly dashboard showing: * New leads * Lead source * Consultations booked * Consultations completed * No\-shows * Treatment plans * Packages sold * Revenue generated * Outstanding follow\-ups * Event performance * Campaign performance We want to know what is actually working. THE IDEAL PERSON You may be a great fit if you are: Highly organized You naturally create systems and don't let things fall through the cracks. Proactive You see a problem and start solving it. Warm and personable You can communicate with patients in a way that feels human rather than scripted. Polished You understand that Elysion is creating an elevated medical\-wellness experience. Comfortable with sales You aren't afraid to ask: "Would you like to schedule?" You understand the difference between **helpful follow\-up and being pushy**. Tech\-savvy You can learn new software quickly and are comfortable working across multiple platforms. Detail\-oriented You notice the small things. Independent You don't need constant supervision. Results\-oriented You care about appointments, patient experience and revenue—not simply completing tasks. EXPERIENCEStrongly preferred: * Medspa experience * Medical practice experience * Healthcare marketing * Aesthetic practice experience * Patient concierge experience * Lead management * CRM experience * Email marketing * Social media marketing * Canva * Event planning Experience with **functional medicine, women's wellness, aesthetics, regenerative medicine or wellness businesses** is a major plus. Medical knowledge is helpful. You must understand the importance of staying within your role and escalating clinical questions to the physician as needed. IMPORTANT: HIPAA \& PATIENT PRIVACY Because Elysion is a medical practice, confidentiality and patient privacy are extremely important. The successful candidate must: * Maintain strict confidentiality * Follow HIPAA requirements applicable to their role * Use secure systems appropriately * Never discuss patient information outside approved systems * Understand that clinical questions must be directed to the physician * Sign appropriate confidentiality and business associate documentation if their responsibilities involve protected health information Access to patient information will be limited to what is necessary for the position. HOURS **15–20 hours per week** Remote. Some availability during normal business hours is required because timely lead follow\-up is important. There may occasionally be additional hours around special events or marketing campaigns. This position has the potential to grow in hours and responsibility as Elysion grows. COMPENSATION **$18–$22/hour depending on experience and qualifications** Candidates with strong healthcare/medspa marketing, CRM, lead conversion and project management experience may be considered at a higher rate. Potential for performance\-based incentives tied to measurable marketing/booking goals may be available after an initial evaluation period. FIRST 30 DAYS Your first month will focus on building the foundation. WEEK 1 Learn Elysion, our services, brand voice and systems. Audit: * Current leads * Existing aesthetic patients * Past inquiries * Upcoming events * Current marketing * Follow\-up systems WEEK 2 Build: * Lead tracker * Follow\-up system * October 29 event campaign * Social media calendar * Patient reactivation lists WEEK 3 Launch: * Event promotion * Lead follow\-up * Aesthetic reactivation * Email/text campaigns * Social media content WEEK 4 Execute and measure: * October 29 event preparation * Lead conversion * Consultation scheduling * Event follow\-up * Weekly revenue reporting HOW WE WILL MEASURE SUCCESS We aren't looking for someone who simply stays busy. Success means: **Leads are followed up with.** **Patients receive an excellent experience.** **Appointments are booked.** **Events are organized.** **Marketing actually gets executed.** **Existing patients are re\-engaged.** **Elysion's aesthetic and wellness revenue grows.** TO APPLY Please send: * Your resume or LinkedIn profile * A brief introduction about yourself * Your experience with healthcare, medspa, aesthetics or wellness businesses * The software/CRM platforms you have used * Your experience with social media and Canva * Your hourly rate * Your availability * **One example of a project you took ownership of without someone having to manage you step\-by\-step** Please also answer this question: **Imagine Elysion has 20 new leads from an event. Five have booked consultations, seven haven't responded, four asked questions and four are still undecided. What would you do during the next 7 days?** We are looking for someone who can think—not just follow instructions. **Duties** * Manage calendars, appointments, and meetings with precision using tools like Google Workspace and Microsoft Office. * Handle incoming calls via multi\-line phone systems with professionalism, practicing excellent phone etiquette and providing outstanding customer support. * Respond promptly to emails and client inquiries, ensuring clear and courteous communication at all times * **Experience** * Proven experience as a Virtual Assistant or in an administrative role with strong office management skills. * Demonstrated proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace applications. * Excellent organizational skills with the ability to prioritize tasks effectively in a remote setting. * Strong computer literacy, including experience with multi\-line phone systems, data entry, and handling confidential information. * Bilingual abilities are a plus but not required; however, exceptional communication skills are essential. * Prior experience in customer service or personal assistant roles is highly valued to ensure top\-tier client communication and support. Join us to be part of a vibrant team where your skills make a real impact! We’re committed to fostering a positive work environment that values your contributions while offering opportunities for growth and development. Pay: $18\.00 \- $22\.00 per hour Expected hours: 15\.0 – 21\.0 per week Benefits: * Flexible schedule Work Location: Remote