Patient Experience & Marketing Coordinator — U.S. Boutique Plastic Surgery Practice

Aestira is a boutique plastic surgery and aesthetics practice based in Miami, Florida. We are a small, founder-led practice focused on thoughtful, personalized care, natural results, and an elevated patient experience.

We are looking for a highly reliable, articulate, detail-oriented person to join our team long term.
This is not a temporary freelance position, and we are not looking for someone who simply waits for tasks to be assigned.
We want someone who can learn how our practice works, communicate exceptionally well with patients, take ownership of recurring responsibilities, and gradually become a trusted member of the team.
We are willing to invest significant time in training the right person.
You do not need to know every system or skill on day one.

What matters most to us is:

• Excellent communication
• Strong judgment
• Reliability
• Attention to detail
• Organization
• Initiative
• Ability to learn
• Long-term fit

What You'll Do

1. Patient & Lead Communication
This is the most important part of the position.
You will help manage our incoming leads and patient communication throughout the workday.

Responsibilities include:

• Answering inbound patient and lead calls
• Calling new surgical and aesthetic leads every day
• Following up with prospective patients who have not responded
• Helping schedule consultations
• Confirming upcoming appointments
• Making routine patient follow-up calls when instructed
• Sending appropriate follow-up texts and email s
• Documenting conversations accurately
• Maintaining accurate lead status and notes
• Making sure prospective patients do not fall through the cracks

You will frequently speak directly with U.S. patients.

We are therefore looking for someone who speaks English clearly and naturally and has a warm, polished, confident, professional phone presence. Spanish speaking is a great addition but not required.
We want patients to feel that they are speaking with a thoughtful member of the Aestira team—not a scripted call center.

2. CRM & Administrative Operations

You will help keep our lead and patient workflows organized.
Responsibilities may include:

• Maintaining our GoHighLevel CRM
• Updating lead stages, notes, and follow-up tasks
• Monitoring leads that require follow-up
• Assisting with scheduling
• Confirming appointments
• Helping maintain organized contact records
• Following established SOPs
• Identifying incomplete or missed follow-up
• Helping improve workflows as you become familiar with the practice
• Creating or updating internal checklists and SOPs when appropriate

Over time, we want this person to take increasing ownership of routine day-to-day operational tasks.

3. Website & SEO Support

You will assist with ongoing website and search optimization work. This may include:

• Publishing and formatting website articles
• Updating existing website content
• Uploading and optimizing images
• Adding internal links
• Updating alt text
• Updating titles and meta descriptions
• Basic keyword research
• Following on-page SEO checklists
• Updating older pages and articles
• Researching potential content topics
• Monitoring basic website content needs

Experience with WordPress or SEO is helpful, but advanced SEO expertise is not required.
We are happy to train someone who is technically capable and detail-oriented.
Experience with tools such as WordPress, Bricks Builder, RankMath, Yoast, Ahrefs, SEMrush, or Google Search Console is a plus.

4. Social Media & Content Support

Aestira already works with a social media professional for larger content projects and higher-production content.
This role will support the more frequent, lightweight content needed to maintain an active and relevant social presence.

You may help with:

• Researching social media trends
• Finding relevant TikTok and Instagram trends
• Identifying meme formats that fit the Aestira brand
• Researching content ideas
• Creating simple social posts
• Creating basic memes
• Creating simple Stories
• Basic short-form video editing
• Adding subtitles or text overlays
• Cutting clips from existing footage
• Repurposing existing content
• Writing or refining simple captions
• Publishing and scheduling Instagram content
• Publishing and scheduling TikTok content
• Responding appropriately to routine comments and DMs
• Engaging with relevant accounts
• Maintaining an organized content calendar
• Organizing our content library

You will NOT initially be responsible for creating our overall social media strategy or producing complex, high-end video content.
We are looking for someone who can execute simpler content consistently while working within an established brand direction.
Experience with Canva, CapCut, Meta Business Suite, Instagram, TikTok, or similar platforms is helpful.

5. The Aestira Journal & Content Research

Aestira publishes an ongoing email and editorial series called The Aestira Journal.

You may assist with:

• Researching article topics
• Researching supporting information
• Organizing notes and drafts
• Proofreading
• Formatting newsletters
• Turning structured notes into initial drafts
• Uploading content
• Scheduling email s
• Formatting images
• Repurposing Journal content into website articles or social media
• Helping maintain an editorial calendar

Excellent written English is therefore important.

Who We're Looking For

You may be a strong fit if you are:

• An excellent spoken English communicator
• A strong written English communicator
• Warm and comfortable speaking with patients by phone
• Highly organized
• Detail-oriented
• Reliable
• Proactive without overstepping
• Comfortable learning new technology
• Able to follow detailed processes
• Able to work independently once trained
• Good at recognizing when to ask a question rather than guess
• Comfortable handling several different types of responsibilities
• Interested in building a long-term role rather than working on a short project
• Someone who takes pride in doing small things correctly and consistently

Relevant backgrounds may include:

• Healthcare virtual assistance
• Medical reception
• Patient coordination
• Medical administration
• Dental, dermatology, plastic surgery, or med-spa support
• Customer service
• Hospitality
• Digital marketing
• Social media management
• Content creation
• Administrative work combined with marketing experience

A healthcare degree or nursing background is welcome, but it is not required.
Excellent communication, judgment, reliability, and organization matter more to us than credentials alone.
Experience with any of the following is useful but not required:

• GoHighLevel
• Zoom Phone
• WordPress
• Canva
• CapCut
• Meta Business Suite
• Instagram
• TikTok
• Google Workspace
• ChatGPT or similar AI tools
• SEO tools
• Email marketing platforms

Schedule

This is a full-time 40-hour/week position.
Most hours will be worked Monday through Friday, with significant overlap with Miami / U.S. Eastern Time business hours.

Because answering inbound calls and responding to new leads is a core part of this position, you must be consistently available during your scheduled U.S. business hours.

There will also be approximately 1–2 hours of work on Saturdays for items such as:

• Lead follow-up
• CRM cleanup
• Social media posting
• Content scheduling
• Inbox review
• Light administrative work

There is no regular Sunday requirement.
The remaining weekly hours will primarily fall Monday through Friday.

Equipment & Work Environment

You must have:

• Reliable high-speed internet
• Reliable computer
• Quality headset and microphone
• Quiet environment appropriate for patient calls
• Reliable smartphone if needed for authentication
• Backup internet connection strongly preferred
• Backup power solution strongly preferred

Compensation

$ ---------- /month, depending on experience, communication ability, and relevant skill set.

Exceptional candidates with strong U.S. healthcare experience, excellent phone communication, and useful digital marketing or content skills may be considered above this range.
We are not looking for the lowest-cost applicant. We are looking for someone who can become a valuable long-term part of the practice. Compensation can increase as responsibilities, capability, and contribution to Aestira grow.

Patient Privacy

Because Aestira is a healthcare practice, confidentiality is essential.
You will receive training on our privacy and security procedures and will be expected to follow them carefully.
Patient information must always be handled appropriately.
This is an administrative and operational position.
If a patient asks a question requiring medical judgment, you are expected to escalate it to the appropriate clinical team member rather than independently providing medical advice.

Why This Role May Be Different

Aestira is a small and growing practice. You will not be one person inside a large outsourced VA team. You will work closely with the founder/plastic surgeon and our patient coordinator and will have exposure to many parts of the business. As you become more capable and familiar with the practice, we want you to take increasing ownership of your responsibilities. We are specifically looking for someone who would like to stay with Aestira for years, not months.

We will invest in training you if you invest in learning the role.

How to Apply

Please submit an application containing all of the following.

1. Short Introduction
In 150 words or less, tell us:

• Why this specific position interests you
• Why you believe your experience is relevant

Please do not send a generic cover letter.

2. Video Introduction
Send a 60–90 second Loom or similar video introducing yourself. Please speak naturally rather than reading a prepared script.

3. Voice Recording
Send a separate 30–60 second voice recording.

Imagine that a patient named Sarah submitted an inquiry yesterday about scheduling a plastic surgery consultation.
Leave her a voi cemail .
We