Executive Assistant

Job not on LinkedIn

🔥 10 minutes ago

🇦🇺 Australia – Remote

⏱ Part Time

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 12%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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Scala Staffing

WebsiteLinkedInAll Job Openings

2 - 10 employees

Founded 2025

🎯 Recruiter

🤝 B2B

Recruitment • B2B

Scala Staffing is a remote staffing and outsourcing firm that matches growth-driven companies with vetted virtual assistants and remote teams. Their services include candidate sourcing and assessment, cultural and communication training, onboarding support, hourly billing with time tracking, and consolidated invoicing. The website highlights offerings for virtual assistants, web design & development, digital marketing, and customer support, and emphasizes a training-first approach, long-term placements, and end-to-end management of recruitment and team integration. Site metrics shown include large numbers of tasks completed and assistants interviewed, and roughly four years in business.

📋 Description

• Transfer client and appointment information accurately between the booking system and the doctor’s notes system • Process daily clinic notes by the end of each business day • Maintain accurate, compliant records in line with clinic requirements • Respond to client inquiries via Instagram with professionalism and care • Recognize sensitive inquiries, such as post-treatment concerns, and escalate them to Jamie rather than providing medical advice • Run proactive client re-engagement and follow-ups • Follow up with clients on product purchases and recommendations • Create content for social media and marketing • Support advertising campaigns

🎯 Requirements

• Experience with cosmetic injectables (Botox, fillers), a critical requirement • Proven accuracy and attention to detail in data entry across multiple systems • Understanding of client confidentiality and medical record sensitivity • Strong written communication with a warm, professional tone • Comfortable using Instagram for client communication • Reliable availability during afternoon/evening Sydney hours • Prior experience working in or supporting a cosmetic or aesthetic clinic • Trustworthy, discreet, and calm when handling sensitive client messages • Proactive and able to move beyond data entry as the role grows • Reliable and committed to a consistent weekly schedule • Familiarity with clinic booking software (e.g., Cliniko, Timely, Fresha) • Knowledge of Australian health privacy and record-keeping expectations • Experience writing post-treatment aftercare communications and appointment reminders • Basic Canva and social media content skills • Experience with Meta Ads or basic ad management • Client retention or recall campaign experience • Email or SMS marketing tool experience (e.g., Mailchimp, ActiveCampaign) • Basic SOP documentation skills

🏖️ Benefits

• Part-time schedule of 20 hours per week to start • Remote work arrangement • Opportunity for the role to scale from part-time to full-time