Virtual Assistant - Clinic Operations & Marketing Support

Want to be the person who turns enquiries into booked patients — and keeps the whole clinic running like clockwork?

Eastern Therapies is a busy, well-established acupuncture and Chinese medicine clinic in Bondi Junction, and we're looking for a highly organised, proactive Virtual Assistant to support our clinic's day-to-day operations and marketing coordination.
Our clinic has built a strong reputation for professionalism, care and results over many years, and we need someone who can own admin and marketing tasks confidently, without needing to be chased.

This is far more than admin support. A core part of this role is being the clinic's sales engine — following up every enquiry, email lead and Facebook ad lead promptly and converting genuine interest into booked appointments. You'll also take ownership of a broad workload with minimal supervision, and turn recurring tasks into documented, repeatable processes so knowledge never stays locked in one person's head.

The role includes:

• Converting cancelled appointments, Facebook / IG ad leads and email enquiries into booked appointments — this is one of the most important parts of the role
• Following up every lead promptly (call, then SMS if unanswered) so no enquiry goes cold
• Managing patient enquiries, bookings, reschedules and follow-ups by phone and email
• Maintaining Cliniko: appointment types, pricing, templates and patient records
• Handling billing queries and payment follow-ups (HICAPS, PayPal, Square, Stripe)
• Coordinating Meta/Facebook ad campaigns with our ad agency, and tracking spend and leads
• Building automated patient journeys and follow-up sequences in Patients on Demand
• Preparing weekly and monthly reports for the business dashboard and KPIs
• Turning recurring tasks into training videos and handbook entries
• Managing Trello task lists and supporting ad hoc projects for the Director

ABOUT YOU
You're not just a task-doer — you're a systems-minded operator who takes pride in creating order, clarity and reliability behind the scenes of a busy clinic.
You are someone who:

• Is confident picking up the phone and converting a lead into a booked appointment
• Treats every enquiry — FB ad lead, email or phone call — as a booking waiting to happen
• Has 10+ years' related experience as a VA, EA, or other roles.
• Has working knowledge of Cliniko or comparable practice management software
• Is comfortable with Xero, Google Workspace, Trello, Teams and Meta Business Suite, has exceptional excel skills
• Go High Level experience is highly regarded / good to have.
• Writes clearly and communicates warmly and professionally with patients
• Can tell urgent from low-priority without being told every time
• Takes pride in documenting a process so anyone else could follow it
• Is discreet and reliable with confidential patient and financial information
• Enjoys working independently while staying closely aligned with the team

You are reliable and organised, and take genuine satisfaction in keeping a busy clinic running smoothly from behind the scenes.

Remote, contract role
Monday to Friday, 9am – 6pm, with core overlap during Sydney business hours
Fully remote role, working closely with our Director

If you enjoy bringing order to a busy environment and would like to support a well-established healthcare clinic from anywhere, we would love to hear from you.

???? Please send a short cover letter and CV to:
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