Administrative Assistant

Location: Hybrid (Nashville, Tennessee)

Employment Type: Part-Time (with opportunity to transition to Full-Time)

About CasaGlow Practice Partners

CasaGlow Practice Partners is a consulting firm dedicated to helping aesthetic and wellness practices scale with confidence.

We work behind the scenes with medical spas, aesthetic clinics, and wellness businesses to build stronger brands, streamline operations, and increase profitability. Our goal is to become a trusted partner for practice owners by providing expert guidance in:

• Strategy: Custom growth strategies that drive long-term success.
• Operations: Systems, workflows, and team training that improve efficiency and consistency.
• Marketing: Marketing strategies that attract, convert, and retain the right patients.
• Growth: Data-driven decision-making that increases revenue and profitability.
• Brand: Brand positioning that builds trust, recognition, and patient loyalty.

We're a growing startup with an entrepreneurial culture. Every team member has the opportunity to make a meaningful impact, contribute ideas, and grow alongside the company.

About the Role

We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to support our Operations/Administrator Lead, and CEO.

This role is ideal for someone who enjoys working in a fast-paced environment, takes ownership of their work, anticipates needs before being asked, and thrives on keeping projects and people organized.

The ideal candidate has previous experience in the medical spa or aesthetic industry and understands the daily operations of a growing practice.

Key ResponsibilitiesAdministrative Support

• Manage calendars, appointments, and meeting schedules.
• Coordinate internal and client meetings.
• Prepare meeting agendas, notes, and follow-up action items.
• Organize company documents, SOPs, and digital files.
• Maintain project trackers and ensure deadlines are met.
• Assist with document preparation, presentations, and reports.

Operations Support

• Support the implementation of operational systems and processes.
• Assist with client onboarding and offboarding.
• Track project progress across multiple client accounts.
• Coordinate with vendors and third-party service providers.
• Help maintain CRM and client management systems.
• Ensure client deliverables are completed on schedule.

Executive Support

• Provide day-to-day administrative support to the CEO.
• Manage email organization and follow-up tasks.
• Assist with travel arrangements and scheduling as needed.
• Conduct online research for business initiatives and client projects.
• Help prioritize daily and weekly action items.

Project Coordination

• Monitor multiple ongoing projects simultaneously.
• Follow up with internal team members on outstanding tasks.
• Prepare progress reports and project updates.
• Ensure smooth communication between clients.

Process Improvement

• Identify opportunities to improve workflows and efficiency.
• Assist in documenting and updating Standard Operating Procedures (SOPs).
• Recommend tools or systems that improve organization and productivity.

Qualifications

• Minimum of 3 years of experience in the medical spa, aesthetics, or wellness industry (required).
• Previous administrative or executive assistant experience.
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to multitask and prioritize effectively.
• Self-motivated with excellent follow-through.
• Comfortable working independently in a remote environment.
• Proficient with Google Workspace (Docs, Sheets, Drive, Calendar).
• Experience with project management tools.
• Experience with CRM systems is a plus.

What We're Looking For

We're looking for someone who:

• Takes ownership and accountability for their work.
• Is proactive and solution-oriented.
• Thrives in a startup environment where priorities evolve.
• Is adaptable and enjoys learning new systems.
• Communicates professionally and confidently.
• Pays close attention to detail.
• Has a positive attitude and enjoys supporting a collaborative team.
• Wants to grow with an expanding company.

What We Offer

• Flexible remote work environment.
• Part-time position with the opportunity to transition into a full-time role as the company grows.
• Opportunities for professional development and increased responsibility.
• A collaborative team culture where your ideas and contributions matter.
• The opportunity to help shape and grow a rapidly expanding consulting firm serving the aesthetic and wellness industry.

If you're an organized professional with medical spa industry experience who enjoys building systems, supporting leadership, and helping businesses grow, we'd love to hear from you.