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As the master of skin beautification, you help clients feel their best selves. However, they have no clue what goes on behind the scenes to keep your business operating. From various admin to-dos and trying to stay present on social media, everything starts to run together. It probably often feels like you don’t have enough time in the day to complete all the tasks on your growing agenda. If you’re tired of doing it all and are ready for some support, consider hiring a virtual assistant for estheticians. They can help you focus more on the revenue-generating tasks you actually enjoy while also filling in different gaps in your business.

Below, we’ll dive into what a virtual assistant is, what they can do, and so much more!

What is a Virtual Assistant For Estheticians?

A virtual assistant is a self-employed professional/independent contractor who works remotely. Because they are also business owners, they manage and provide their own taxes, benefits, workspace, and equipment.

VAs are also considered fractional service providers, which means they offer specialized services as needed to several clients. This differs from employees, who are often committed to just one or two companies. With VAs, you can access their experience and skill set without the part-time or full-time employee price tag, which is convenient for scaling businesses. This is a great approach for small businesses, especially, as they receive adequate coverage of their needs without overpaying for unused capacity.

Why Hire a Virtual Assistant For Esheticians?

There are several reasons to hire a virtual assistant as an esthetician, but I’ll name some of the main benefits below.

VAs for Skincare Experts Are Cost-Effective

When you work with a virtual assistant, you only pay for the time worked. While a virtual assistant’s hourly rate is typically higher than an employee’s, it should still lead to savings. Why? Because you’re not paying for benefits and a workspace, which can really impact a scaling business’s bottom line. The money you save by having a virtual assistant can be reallocated to other areas of your business.

VAs Help You (And Your Staff) With Time Management

If you’re no longer handling the tasks you’re not good at or don’t like, you’ll be able to zero in on efforts that lead to business growth. The same also goes for your staff. So many companies hire employees who spend a lot of time on tasks that don’t utilize the skills they were really hired for. For example, we worked with an education company with project managers who spent a lot of time doing admin tasks. When they hired us, their project managers could focus on higher-level tasks/their core job functions again. This led to greater overall efficiency.

VAs are Flexible to Your Business Needs

Let’s face it – every month might not be busy, and you need talent who can adjust to those changes. A virtual assistant for estheticians can adapt to your needs. For instance, some companies need more support during the holiday season, while others need less. The virtual assistant you work with should be able to meet you where you’re at.

What Tasks Can Virtual Skincare Assistants Do?

A common misconception is that virtual assistants only provide administrative support. However, that couldn’t be further from the truth. While that is one of the top requested tasks, it’s certainly not the only one, as you’ll see below!

Virtual Assistants for Estheticians Can Do Administrative Tasks

A virtual assistant for skincare experts can assist with multiple administrative tasks, such as:

  • Creates, implements, and maintains processes to enhance the overall experience

  • Send client intake forms

  • Assist with scheduling/calendar management

  • Maintain client records

  • Create and send invoices

  • Provide support to employees, if applicable

  • Assist with hiring, such as creating job descriptions, posting on job boards, setting up interviews, conducting phone/video interviews, etc.

  • Create handbooks and trainings for staff, if needed

  • Organize email inbox to ensure messages with the most priority stand-out

  • Order supplies/restock inventory

  • Make spreadsheets in Microsoft Excel and/or Google Sheets for record-keeping and reporting

  • Create correspondence

  • Conduct research

  • Manage salon software like Mindbody

  • And more!

Virtual Esthetician Assistants Can Help With Customer Support Tasks

Great customer support matters. It not only impacts your reputation but also your bottom line. One survey found that 42% of people would pay more if their experience with someone is friendly and welcoming. Here are some customer service tasks a VA could do:

  • Provide timely and efficient responses to clients inquiries via phone, text, email, social media, and chat tools.
  • Address and resolve client complaints or concerns
  • Understand skincare product and service options so they can effectively answer client questions

  • Identify opportunities to upsell or cross-sell products and services
  • Collaborate with other team members to communicate client needs/wants
  • Keep accurate records of customer interactions and transactions in the CRM system
  • Processes client refunds, shipments, and account adjustments

  • Upholds client confidentiality

  • Keeps track of client correspondence

  • And more!

Skincare Virtual Assistants Can Manage Your Social Media 

The average person uses 6.7 different social networks per month and spends 143 minutes daily on various platforms, so you don’t want to neglect social media. However, performing skin care services AND posting content isn’t easy. Many business owners sporadically post when they randomly think about it, but this may not yield the desired results. Consistency matters, but it might be best to hire a social media virtual assistant if you find it difficult to keep up.

A virtual assistant for estheticians can:

  • Create, implement and manage social media strategies after doing, platform determination, messaging, competitive research and audience identification
  • Plan, create, publish and share new content that builds meaningful connections and boosts brand awareness
  • Stay up to date with the latest social media best practices and technologies
  • Create content calendars and schedule content on platforms like Planoly, Sprout Social, etc.
  • Capture and review social media metrics and insights, then use that information to improve future campaigns
  • Retrieve your brand assets (photos and videos) and organize them in a digital folder for easy access when creating content
  • Create graphics using tools like Canva, Photoshop, etc.
  • Edit videos using CapCut, Captions, Adobe Premiere Pro, Final Cut Pro, etc.

  • And more!

Skincare Virtual Assistants Can Nurture Your Leads With Email Marketing

Today, smartphone users prefer to receive brand communications through email, so why not meet them where they are? Plus, the ROI is $36 for every $1 spent, making it a pretty effective strategy. However, creating email marketing campaigns isn’t necessarily a quick and easy task. It requires intention and effort to produce one that aligns with your audience; most business owners don’t have time to dedicate to that. If you’re in that situation, it might make sense to bring on an email marketing virtual assistant so they can help tackle those to-dos.

A virtual assistant that specializes in email marketing can:

  • Create and manage email marketing campaigns

  • Optimize emails to ensure they’re for mobile-friendly

  • Evaluate metrics like open rate, click-through rate, conversion rate, deliverability rate, unsubscribe rate, etc. They should also report those metrics and make campaign adjustments based on that information.

  • Create opt-ins as needed

  • Set up and manage email automation workflows

  • Segment email lists to improve campaign performance

  • Oversee, collect, and/or remove subscribers from email lists to ensure successful email deliverability

  • Work with social media VA, copywriters, owner, and more, as needed, to make sure the brand messaging is cohesive

  • And more!

virtual assistant for estheticians

Virtual Assistants For Estheticians Can Help With Lite Tech Tasks

The most innovative skincare businesses utilize technology to automate various to-dos in their business. Doing so not only keeps you competitive but also means you don’t have to work as hard. Here are some tasks a technical virtual assistant can assist you with:

  • Setting up your email service provider, like MailChimp, ConvertKit, etc.
  • Getting payment gateways (Stripe, PayPal, etc.) set up and ready for processing transactions
  • Building blog posts in WordPress, Wix, Shopify, etc.
  • Creating a digital course delivery system, like Teachable, Thinkific, etc. (if you decide to sell courses showing other people how to perform skincare services like you!)
  • Making sure your invoicing and billing platforms work correctly (e.g., Quickbooks, Dubsado, etc.)
  • Getting calendar management tools (e.g., Acuity Scheduling or Calendly) prepared so people an schedule appointments
  • Setting up project management tools (e.g., Trello, Asana, ClickUp, etc.)
  • Organizing an affiliate marketing program tool (e.g., ThriveCart)
  • Adding or updating inventory in e-commerce store (if you sell any skincare products using Shopify, etc.)
  • Creating sales and landing pages
  • And more!

Virtual Assistants for Skincare Experts Can Assist With Personal Tasks, Too

It’s possible that all of your business needs are taken care of, but maybe things in your personal life could use a little support. If so, a personal virtual assistant could be the answer. They can help with tasks like:

  • Finding vendors and communicating with them about your needs (housecleaning/maid service, lawn care, interior designer, etc.)

  • Shopping online for birthday, anniversary, graduation gifts, and more on your behalf
  • Helping to manage the family calendar and ensure everyone has what they need
  • Arranging for grocery delivery using apps like Shipt, InstaCart, Whole Foods, Kroger, etc.
  • Planning vacations – looking for hotel accommodations, finding and booking flights, identifying excursions that appeal to you and your family’s interests, etc.
  • Scheduling appointments with doctors, dentists, etc.
  • Arranging for transportation
  • Researching child care (e.g., babysitters, nannies, etc.), pet care (dog walking, vet visits, etc.), and senior care (e.g.) assisting living facilities, in-home care, skilled nursing facilities, etc.) services
  • Finding recipes that align with your dietary preferences
  • And more!

What Qualities Do Great Esthetician Virtual Assistants Have?

You don’t want just any virtual assistant. You want the right one, which is what we specialize in! In our opinion, the best skincare virtual assistants have the following traits:

  • They should possess specialized skills in the area(s) you need them most

  • Solid written and verbal communication skills, meaning they should be professional and respectful at all times.

  • Organized, meaning they stay on schedule and know how to balance productivity with accuracy

  • Reliable – your virtual assistant should be someone you can count on

  • Detail-oriented: the best VAs pay attention to the smallest details, which really matters when it comes to entering client information into a CRM or email marketing tool

  • Proactive, meaning they take initiative without having to be told

How Can I Prepare for a Virtual Skincare Assistant?

If you’re reading this and starting to feel like it’s time to hire a virtual assistant, here’s what you should do to prepare:

  • Create a list of tasks you’d like them to do (these are usually tasks you’re not good at, don’t like to do, or simply those that don’t need to be done by you.
  • Come up with work instructions (written and/or videos) if you want your VA to follow a specific process. This minimizes the likelihood of being asked, “How do I do this?” later, which can become time-consuming.

  • Determine when you’ll want your virtual assistant to work. Do you need them for a one-time project, or will it be as-needed? Would you prefer your VA to be available daily or just a few times per month? It’s up to you!
  • If there are certain tools your virtual assistant will need access to or should be familiar with, jot that down. Adding users sometimes results in additional fees, so you’ll want to plan for that.
  • Realistically decide on your budget for a VA
  • Schedule a discovery call with Imperative Concierge Services so we can match you to a qualified virtual assistant for cake designers

When is the Best Time to Hire a Skincare Virtual Assistant?

Based on our 8+ years of experience, we believe the best time to hire is before your company gets very busy and you become overwhelmed. Getting someone acclimated to your business during slower seasons is much more seamless than when your services are in high demand. Some people wait until they’re swamped because they think it would be wasteful to hire them before that. However, virtual assistants are flexible and can adjust to your changing business needs. Therefore, if you only need 5 hours per month for email marketing assistance during a slow season, that’s fine, but it can be bumped up to 10 or more hours once things start to ramp up. They can grow with you.

You should also consider hiring a VA if you’re spending less time doing esthetician work and more time on everything else. The last thing you want to do is decrease what makes you money and what you’re known for. As a business owner, it’s easy to wear many hats, but doing so takes you away from your revenue-generating tasks. Hiring a virtual assistant can help you return to what you’re best at, which is beautifying your clients.

Another sign that it’s time to hire is if you’re doing tasks you don’t like or simply aren’t good at. I remember a client telling me that it took them HOURS to sort and organize a Microsoft Excel spreadsheet. When I looked at it, I figured it out in less than 30 minutes. The client was so grateful because they were able to refocus on other important aspects of their business. Outsourcing allowed them to improve overall business efficiency, so imagine what it could do for you (and your team).

Ready to Find Your Best-Match Virtual Skincare Assistant?

If you’re an esthetician who’s ready to dedicate more time to their craft and grow their business, you’re at the right place! We’ve been matching our clients with specialized virtual assistant talent since 2015, and we’re here to support you, too! All you have to do is schedule a discovery call below so we can learn more about your business and/or personal needs and decide if it’s a good fit.

Also, guess what? Our match-making process is absolutely free. You don’t have to pay for anything until you’ve identified the virtual assistant who best meets your needs.

Contact us to learn more about hiring a virtual assistant with Imperative Concierge Services. We’re ready to help you achieve more of your personal and business goals!

Book A Discovery Call Today