Spanish Speaking Front Desk/Executive Assistant/Appointment Setter

Start Date: February

Overview
We are seeking an experienced, friendly and professional Spanish-Speaking Front Desk/Executive Assistant/Appointment Setter to join our growing team. This role is critical in creating a warm and welcoming first impression for our patients, while also driving growth by handling lead follow-ups, appointment bookings, and marketing tasks. You will drive business development + sales efforts and ensure smooth daily operations. Ideal for someone with med spa experience who is self-motivated and thrives in a fast-paced environment.

Key Responsibilities:

Patient Experience & Front Desk

• Greet and check in patients with professionalism, warmth, and genuine care.
• Assist patients with intake forms, consent paperwork, and checkout procedures.
• Take before & after photos for both medical records and marketing use.
• Maintain a clean, stocked, and welcoming reception/front-of-house environment.

Lead Management & Communication

• Make 30–50 outbound calls daily to Facebook leads, inquiries, and past patients.
• Follow up consistently with new and existing patients to maximize booking opportunities.
• Answer inbound calls, texts, and DMs promptly in a friendly, professional manner.
• Coordinate schedules to ensure optimal booking flow and provider efficiency.

Administrative & Operational Support

• Support clinic operations with a “wear any hat” mindset, assisting wherever needed.
• Record videos, post on social media, and help with marketing tasks.
• Assist with cleaning or stocking tasks to support team flow.
• Handle sensitive information with discretion and professionalism.

Key Performance Indicators (KPIs)
Success in this role will be measured by:

• Call Activity: Consistently making 30–50 quality outbound calls per day.
• Lead-to-Appointment Conversion Rate: Achieving set booking and consultation conversion goals from leads.
• Response Time: 90% of inbound calls, texts, and DMs answered or returned within 30 mins MAX.
• Before/After Photo Compliance: 100% of designated treatments have proper photo documentation.
• Patient Experience: Maintaining high satisfaction through professional, warm, and efficient service.
• Organization & Operations: Keeping the front desk, patient flow, and schedules running smoothly.
• Flexibility: Proactively assisting with tasks outside of front desk duties when needed.

Probationary Period

This position includes a 4-week probationary period. During this time, performance will be closely monitored based on KPIs, adaptability, and overall contribution to clinic operations. Continued employment beyond this period is contingent upon meeting or exceeding expectations.

Pay: $18.00 - $20.00 per hour

Benefits:

• Employee discount
• Paid training

Work Location: In person