Assistant Practice Manager

About Us

Our practice is a luxury, high-end medical spa specializing in advanced aesthetic procedures, permanent cosmetics, laser treatments, and exceptional patient care. Our reputation has been built on outstanding results, elevated service, and a highly organized, fast-paced operational environment.

We are building a team of future leaders who are passionate about patient care, sales, business operations, and creating an exceptional luxury experience from the moment a patient walks through our doors.

Position Overview

This is not a traditional office management position where you supervise from behind a desk.

At our office, the Assistant Practice Manager is one of the most hands-on members of the team. This is a highly active, fast-paced leadership role that requires someone who enjoys staying busy, thrives under pressure, and genuinely loves multitasking.

Every day is different. Throughout your shift, you will continuously transition between patient care, phone sales, scheduling, administrative responsibilities, leadership support, and operational problem-solving. Success in this role comes from being able to prioritize quickly, stay organized, and maintain exceptional service while managing multiple responsibilities at once.

This is what we call organized chaos—there is always something meaningful to accomplish, and there is very little downtime.

At any given moment, you may be:

• Greeting and checking in patients
• Escorting patients to treatment rooms and assisting with intake forms
• Texting, emailing, and calling patients throughout the day
• Responding to online inquiries, social media messages, and appointment requests
• Answering multiple incoming phone calls while assisting patients in person
• Closing consultations and treatment plans through phone and in-person sales
• Following up with prospective patients to maximize bookings
• Coordinating provider schedules and handling last-minute scheduling changes
• Supporting providers throughout the day to ensure seamless patient flow
• Assisting with inventory, administrative projects, reporting, and operational tasks
• Solving unexpected challenges while keeping the office running smoothly

This is a high-volume, sales-driven, patient-facing position where you will remain actively engaged throughout your entire shift. We are looking for someone who enjoys wearing many hats, takes initiative without being asked, and thrives in an environment where priorities shift constantly.

If you prefer a slower-paced administrative position with repetitive daily tasks or extended downtime, this role will likely not be the right fit. However, if you are energized by staying productive, solving problems, interacting with people, and learning every aspect of operating a successful luxury medical spa, this is an exceptional opportunity to grow into a Practice Manager leadership position.

Key Responsibilities

Leadership & Operations

• Oversee daily front office operations and patient flow
• Ensure an elevated, luxury patient experience from check-in to check-out
• Lead by example while maintaining efficiency, accountability, and professionalism
• Support the Practice Manager with daily operational priorities
• Assist with business operations, workflow improvements, and office organization
• Help implement systems that improve efficiency and communication
• Hold team members accountable to company standards
• Assist leadership with operational projects and business initiatives

Sales & Patient Experience

• Actively manage and convert incoming leads through phone calls, text messages, emails, website inquiries, and social media
• Perform phone sales with confidence and professionalism
• Educate patients on treatments, pricing, and recommendations
• Close consultations and treatment plans
• Follow up with prospective patients to maximize bookings and revenue
• Build long-term relationships through exceptional patient communication
• Step in whenever needed to help achieve daily sales goals

Administrative & Back Office

• Support daily operations behind the scenes
• Coordinate multiple administrative projects simultaneously
• Manage provider schedules and appointment changes
• Assist with inventory management and ordering
• Maintain accurate patient documentation and records
• Ensure intake forms, consents, and patient communications are completed efficiently
• Assist with reporting, organization, and day-to-day operational responsibilities

What We're Looking For

We're looking for someone who thrives in a demanding, high-performance environment.

The ideal candidate:

• Loves multitasking and naturally manages multiple responsibilities simultaneously
• Enjoys staying busy and productive throughout the entire workday
• Is energized by a fast-paced environment with constantly changing priorities
• Has exceptional phone sales and client conversion skills
• Is comfortable texting, emailing, calling, and communicating with patients throughout the day
• Can confidently transition from administrative work to patient care to sales without losing focus
• Is proactive, resourceful, and takes initiative without waiting for direction
• Maintains professionalism and composure under pressure
• Has outstanding organizational and time management skills
• Has excellent attention to detail
• Is confident leading by example while supporting the entire team
• Wants to build a long-term career in leadership

Required Qualifications

• Strong sales experience REQUIRED (phone sales and client conversion are essential)
• Excellent multitasking and organizational skills
• Outstanding verbal and written communication
• Professional, polished, and patient-focused demeanor
• Ability to work efficiently in a high-volume environment
• Experience in medical aesthetics, healthcare, luxury hospitality, or a service-based industry is strongly preferred

Growth Opportunity

This position is intentionally designed as a training ground for future leadership.

You will work directly alongside ownership and management while learning every aspect of operating a successful luxury medical spa, including:

• Practice operations
• Team leadership and accountability
• Sales strategy and patient conversion
• Business systems and workflow management
• Luxury patient experience
• Scheduling and operational decision-making

High-performing team members will have the opportunity to advance into a Practice Manager position with significantly increased leadership responsibilities and compensation.