Virtual Administrative Assistant (Full-Time)

Virtual Administrative Assistant (Full-Time)

Salary: AUD $1,000 per month
Hours: Full-time, Monday to Saturday (Australian business hours, AEST)

About Us

We are an Australian group running three businesses: LLC Cosmetic Laser Clinics (a medical aesthetics group with clinics in Brisbane and the Gold Coast), Daintree Consulting, and Humanly AI. We're looking for a reliable, organised virtual assistant to manage day-to-day administration across all three businesses, working directly with the Director.

Key Responsibilities

1. Client Communication:

• Answer and manage inbound phone calls Monday to Saturday in a professional, friendly manner.
• Manage multiple email inboxes, responding to enquiries promptly and keeping inboxes organised.
• Respond to Meta (Facebook and Instagram) messages and comments.
• Schedule, confirm and reschedule client appointments.
• Handle client complaints professionally, in direct coordination with the Director of LLC Cosmetic Laser Clinics.

2. Orders and Operations:

• Place stock and supply orders for LLC Cosmetic Laser Clinics and ensure they are completed on time.
• Track orders, follow up with suppliers and resolve delivery issues.
• Maintain the administrative side of clinic operations, including records, spreadsheets and client files.

3. AI Phone System:

• Learn how our AI phone answering system works and monitor its responses.
• Identify gaps or errors in AI call handling and help optimise scripts, responses and workflows.
• Follow up on calls and enquiries the AI system cannot resolve.

4. Multi-Business Admin Support:

• Provide administrative support for Daintree Consulting and Humanly AI, including email s, scheduling and document management.
• Prioritise tasks across all three businesses and meet deadlines.
• Take on other administrative tasks as they arise.

Requirements

• Proven experience as a virtual or administrative assistant.
• Strong experience managing email inboxes, calendars and scheduling.
• Excellent spoken and written English, and confident on the phone.
• Experience handling customer complaints calmly and professionally.
• Tech-savvy and willing to learn AI tools, including AI phone systems.
• Highly organised, detail-oriented and able to work independently.
• Available full-time Monday to Saturday during Australian business hours.
• Reliable internet connection, a quiet workspace and a headset.

Nice to Have

• Experience in medical aesthetics, beauty or healthcare administration.
• Experience with GoHighLevel, Meta Business Suite or AI phone and chat tools.

How to Apply

Please apply with:
1. Your resume
2. A short summary of your admin and customer service experience
3. A short voice recording or video introducing yourself (1–2 minutes)

Applications that do not include items 1 to 3 will not be considered.