Full Job Description

Job Description

Executive Assistant (Full-Time)

Company: Mederna Aesthetic & Wellness

Location: Remote or Hybrid (depending on candidate)

Employment Type: Full-Time

About Mederna

Mederna Aesthetic & Wellness is a rapidly growing medical aesthetics practice committed to innovation, operational excellence, and delivering an exceptional patient experience. We are seeking a highly organized, detail-oriented, and proactive Executive Assistant to support executive leadership and oversee administrative, operational, and financial coordination across the practice.

Key Responsibilities

Executive Support

• Manage executive calendars, meetings, travel arrangements, and appointments.
• Prioritize daily tasks and ensure deadlines are met.
• Prepare reports, presentations, meeting agendas, and follow-up action items.
• Handle confidential information with professionalism and discretion.

Administrative & Operations

• Organize digital files, SOPs, contracts, and company documentation.
• Coordinate projects across multiple departments.
• Maintain organized workflows and improve operational efficiency.
• Assist with hiring coordination, onboarding, and administrative projects.

Accounting & Bookkeeping Support

• Record daily financial transactions.
• Reconcile invoices, receipts, and expenses.
• Assist with payroll documentation and vendor payments.
• Prepare financial reports for management.
• Work closely with the company's accountant and bookkeeper.

Inventory & Auditing

• Monitor clinic inventory and supply levels.
• Track product usage and purchasing.
• Perform inventory audits and identify discrepancies.
• Assist with operational audits and quality assurance initiatives.

Technology & AI

• Utilize AI platforms (ChatGPT, Microsoft Copilot, Gemini, or similar) to improve productivity.
• Create spreadsheets, dashboards, and reports using Microsoft Excel or Google Sheets.
• Help automate administrative workflows using AI and productivity tools.

Qualifications

Required

• Minimum 2 years of experience as an Executive Assistant, Office Manager, Operations Coordinator, or similar administrative role.
• Experience with bookkeeping, accounting support, or financial administration.
• Advanced organizational and multitasking skills.
• Strong Microsoft Excel and Google Sheets proficiency.
• Excellent written and verbal communication skills.
• Ability to work independently with minimal supervision.
• High attention to detail and strong problem-solving abilities.
• Professional, reliable, and highly organized.

Preferred

• Experience working in a medical office, healthcare practice, Med Spa, or aesthetic clinic.
• Knowledge of inventory management and auditing.
• Experience with QuickBooks or other accounting software.
• Familiarity with CRM and scheduling platforms.
• Experience using AI productivity tools and workflow automation.
• Project management experience is a plus.

Compensation

💵 $8–$14 USD per hour, based on experience.

Benefits

• Performance-based bonuses.
• Professional growth opportunities.
• Ongoing training and leadership development.
• Opportunity to work directly with executive leadership in a fast-growing medical aesthetics company.

Ideal Candidate

We are looking for someone who thrives in a fast-paced environment, enjoys solving problems, and takes ownership of projects from start to finish. The ideal candidate is proactive, dependable, tech-savvy, and passionate about organization, operational excellence, and continuous improvement.

If you have strong administrative, bookkeeping, organizational, and technology skills—and enjoy helping build an exceptional business—we would love to hear from you.

Job Responsibilities

Executive Support

• Manage executive calendars, meetings, travel arrangements, and appointments.
• Prioritize daily tasks and ensure deadlines are met.
• Prepare reports, presentations, meeting agendas, and follow-up action items.
• Handle confidential information with professionalism and discretion.

Administrative & Operations

• Organize digital files, SOPs, contracts, and company documentation.
• Coordinate projects across multiple departments.
• Maintain organized workflows and improve operational efficiency.
• Assist with hiring coordination, onboarding, and administrative projects.

Accounting & Bookkeeping Support

• Record daily financial transactions.
• Reconcile invoices, receipts, and expenses.
• Assist with payroll documentation and vendor payments.
• Prepare financial reports for management.
• Work closely with the company's accountant and bookkeeper.

Inventory & Auditing

• Monitor clinic inventory and supply levels.
• Track product usage and purchasing.
• Perform inventory audits and identify discrepancies.
• Assist with operational audits and quality assurance initiatives.

Technology & AI

• Utilize AI platforms (ChatGPT, Microsoft Copilot, Gemini, or similar) to improve productivity.
• Create spreadsheets, dashboards, and reports using Microsoft Excel or Google Sheets.
• Help automate administrative workflows using AI and productivity tools.

Job Requirements

• Minimum 2 years of experience as an Executive Assistant, Office Manager, Operations Coordinator, or similar administrative role.
• Experience with bookkeeping, accounting support, or financial administration.
• Advanced organizational and multitasking skills.
• Strong Microsoft Excel and Google Sheets proficiency.
• Excellent written and verbal communication skills.
• Ability to work independently with minimal supervision.
• High attention to detail and strong problem-solving abilities.
• Professional, reliable, and highly organized.

Skills Required

• Payroll - Expert
• Bookkeeping - Expert
• Accounting - Expert
• Business Administration - Expert
• Finance - Expert
• Sales & Negotiation - Expert

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