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C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.

" PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH"

JOB TITLE	Executive Assistant and Marketing Coordinator
JOB ID	BRADEE1
INDUSTRY	Medical massage therapy and wellness
LOCATION	LATAM / South Africa (Extremely good English)
JOB STATUS	Full Time
WORK SCHEDULE	9am - 5pm / 10am - 6pm EST (A bit of flexibility around start and end times might be needed)
SALARY	$8 - $10 per hour
TARGET START DATE	ASAP

ROLE OVERVIEW

About the Client:
a medical massage therapy practice based in North Georgia. The focus of the practice is therapeutic-grade, massage for pain relief and injury support, not spa services. The clinic works with a high-touch, relationship-based approach and is in the process of expanding services, including working with referrals, insurance, and Veterans Affairs programs.

The owner is a hands-on medical provider who values authenticity, long term relationships with patients, and a collaborative partnership with the person in this role. This hire is a key part of relaunching and scaling the business.

About the Role:

The client is looking for a full time Executive Assistant and Marketing Coordinator who will act as a right hand partner to the owner. This person will split their time between

Marketing, lead generation and revenue focused activities
Front desk operations, bookings and client communication
Executive support and admin tasks that keep the business organized

You will help increase bookings, keep marketing consistent and on brand, and ensure that both new and existing clients feel cared for at every touchpoint. This is a strategic role for someone who enjoys taking ownership, bringing ideas to the table, and helping build and grow a business, not just completing tasks.

Key Responsibilities

Marketing and growth

Plan, draft and schedule regular email newsletters for the clinic audience currently monthly with the goal of moving toward weekly
Create, edit and repurpose content from the owner’s ideas, notes and podcast recordings into emails, social content, simple sales funnels and campaigns
Research competitors and similar businesses in the same vertical, suggest offers, specials and campaign ideas that fit the brand and audience
Engage with comments, tags and messages on social media or other channels, warming up leads and encouraging bookings
Write authentic, on brand copy for emails, landing pages, simple funnels and promotional campaigns without relying on generic AI content
Coordinate simple campaigns to reactivate clients who have not visited in several months and promote new therapists or services
Track basic marketing metrics related to leads, bookings and campaign performance and share insights with the owner

Client experience and front desk operations

Answer and return calls, texts and messages that come into the clinic through the phone system and other channels
Ensure missed calls are followed up quickly and professionally, providing a warm, empathetic and human experience
Manage scheduling and rescheduling for clients, making sure bookings are accurate and conflicts are resolved quickly
Perform reactivation and nurture calls to past clients when needed, checking in on them and inviting them to return for care or specials
Provide excellent customer service, build rapport, and maintain long term relationships with clients while respecting the medical and therapeutic nature of the practice
Support communication with potential new therapists, including coordinating interviews and follow up when hiring

Executive support and operations

Act as a true right hand to the owner, helping turn ideas into concrete tasks, notes and projects
Capture and organize ideas when the owner calls or messages while driving or between sessions so nothing is lost
Help structure the day and week into focused blocks for marketing, admin and operations, while staying flexible when priorities shift
Join regular check ins with the owner to review what happened the previous day, what went well, what needs fixing, and what the next priorities are
Handle general administrative tasks using Google Workspace such as email, calendars, files and simple spreadsheets
Communicate proactively about bottlenecks, risks, client situations or issues that need the owner’s attention

Medical and administrative support

Support the end to end process for Veterans Affairs referrals and other insurance related workflows once trained
Track authorizations, deadlines to schedule within required time frames, and any needed extensions
Help with tracking of charting and billing status for VA sessions and other insured services once trained
Assist in preparing and tracking billing submissions such as CMS 1500 forms and following up on payment status as needed
Maintain confidentiality and professionalism with any patient or financial information at all times

KPIs and success indicators

Over time, success in this role will be measured by things such as
Increase in new client bookings driven by your marketing and outreach efforts
Consistent flow of marketing activity for example newsletters, campaigns, reactivation efforts
Reduction in missed or unreturned calls and messages
Quality of client feedback and strength of client relationships
Ability to consistently hit agreed booking and revenue contribution targets that justify and exceed the cost of the role once ramped up

Qualifications & Requirements

Must have

Very strong spoken and written English, with clear pronunciation and natural flow the client base is mostly in the United States and must not feel they are speaking to someone with broken English
Proven experience in marketing and or client acquisition for service based businesses such as clinics, wellness, healthcare, coaching, agencies or similar
Demonstrated copywriting ability for emails, simple funnels, offers and social content without relying on generic AI text
Experience in client service, account management, front desk or similar roles that require empathy and relationship building
Strong organizational skills and attention to detail, especially when handling scheduling, follow ups and multiple priorities
Comfortable on the phone, able to have human, unscripted conversations that build trust and move people to action
Experience using Canva or similar tools to put together simple marketing materials
Experience with Google Workspace and online communication tools such as Slack or similar

Ideal candidate profile

Warm, personable communicator who truly enjoys building relationships with clients and with the business owner
Strong critical thinker who can propose ideas, question assumptions respectfully, and suggest better approaches when appropriate
High level of ownership and accountability, comfortable being measured on impact and results, not just activity
Comfortable working in a fast paced, often changing environment and able to switch between tasks without losing quality
Eager to learn about medical massage, the specific way the clinic operates, and the values behind the practice
Values transparency, open communication and a long term partnership and is willing to share their own context and life updates to build trust

Highest levels of integrity and discretion when handling sensitive client data and potential credit card information

Nice to have

Experience with medical billing, insurance processes or working in a medical or allied health environment
Familiarity with Veterans Affairs billing processes and forms such as CMS 1500 or willingness and ability to learn quickly
Experience building simple sales funnels or working with funnel builders and email marketing tools
Experience working with United States based clients and understanding of US business communication norms
Prior experience as an executive assistant or operations assistant for a founder, owner or executive

Tools and platforms

Use Canva to support the creation of simple visual marketing materials such as graphics for emails or socials
Work inside the clinic’s phone system and communication platform M1 Beside and or Google Voice to manage calls and messages some locations may require the use of a VPN, so familiarity with remote workarounds is a plus
Work daily with Gmail and Google Workspace documents, sheets and calendar
Use Slack or a similar messaging tool for internal communication with the owner
Use AI tools as a support for drafting and brainstorming while always editing and adapting content to be fully original and on brand

Inside Out

Executive Assistant and Marketing Coordinator (JOB ID:BRADEE1)

Key Responsibilities

Marketing and growth

Plan, draft and schedule regular email newsletters for the clinic audience currently monthly with the goal of moving toward weekly

Create, edit and repurpose content from the owner’s ideas, notes and podcast recordings into emails, social content, simple sales funnels and campaigns

Research competitors and similar businesses in the same vertical, suggest offers, specials and campaign ideas that fit the brand and audience

Engage with comments, tags and messages on social media or other channels, warming up leads and encouraging bookings

Write authentic, on brand copy for emails, landing pages, simple funnels and promotional campaigns without relying on generic AI content

Coordinate simple campaigns to reactivate clients who have not visited in several months and promote new therapists or services

Track basic marketing metrics related to leads, bookings and campaign performance and share insights with the owner

Client experience and front desk operations

Answer and return calls, texts and messages that come into the clinic through the phone system and other channels

Ensure missed calls are followed up quickly and professionally, providing a warm, empathetic and human experience

Manage scheduling and rescheduling for clients, making sure bookings are accurate and conflicts are resolved quickly

Perform reactivation and nurture calls to past clients when needed, checking in on them and inviting them to return for care or specials

Provide excellent customer service, build rapport, and maintain long term relationships with clients while respecting the medical and therapeutic nature of the practice

Support communication with potential new therapists, including coordinating interviews and follow up when hiring

Executive support and operations

Act as a true right hand to the owner, helping turn ideas into concrete tasks, notes and projects

Capture and organize ideas when the owner calls or messages while driving or between sessions so nothing is lost

Help structure the day and week into focused blocks for marketing, admin and operations, while staying flexible when priorities shift

Join regular check ins with the owner to review what happened the previous day, what went well, what needs fixing, and what the next priorities are

Handle general administrative tasks using Google Workspace such as email, calendars, files and simple spreadsheets

Communicate proactively about bottlenecks, risks, client situations or issues that need the owner’s attention

Medical and administrative support

Support the end to end process for Veterans Affairs referrals and other insurance related workflows once trained

Track authorizations, deadlines to schedule within required time frames, and any needed extensions

Help with tracking of charting and billing status for VA sessions and other insured services once trained

Assist in preparing and tracking billing submissions such as CMS 1500 forms and following up on payment status as needed

Maintain confidentiality and professionalism with any patient or financial information at all times

KPIs and success indicators

Over time, success in this role will be measured by things such as

Increase in new client bookings driven by your marketing and outreach efforts

Consistent flow of marketing activity for example newsletters, campaigns, reactivation efforts

Reduction in missed or unreturned calls and messages

Quality of client feedback and strength of client relationships

Ability to consistently hit agreed booking and revenue contribution targets that justify and exceed the cost of the role once ramped up

Ideal candidate profile

Warm, personable communicator who truly enjoys building relationships with clients and with the business owner

Strong critical thinker who can propose ideas, question assumptions respectfully, and suggest better approaches when appropriate

High level of ownership and accountability, comfortable being measured on impact and results, not just activity

Comfortable working in a fast paced, often changing environment and able to switch between tasks without losing quality

Eager to learn about medical massage, the specific way the clinic operates, and the values behind the practice

Values transparency, open communication and a long term partnership and is willing to share their own context and life updates to build trust

Highest levels of integrity and discretion when handling sensitive client data and potential credit card information

Tools and platforms

Use Canva to support the creation of simple visual marketing materials such as graphics for emails or socials

Work inside the clinic’s phone system and communication platform M1 Beside and or Google Voice to manage calls and messages some locations may require the use of a VPN, so familiarity with remote workarounds is a plus

Work daily with Gmail and Google Workspace documents, sheets and calendar

Use Slack or a similar messaging tool for internal communication with the owner

Use AI tools as a support for drafting and brainstorming while always editing and adapting content to be fully original and on brand