Key Responsibilities:

1. Administrative and Reception Support

The Virtual Assistant will be the primary point of contact for client and staff communications in the morning, managing the administrative duties.

Key tasks include:

Client & Staff Communication:

• Answering all email, and direct message enquiries promptly (WhatsApp, Email, Facebook, Instagram, Direct Messages).
• Providing written information on services, pricing, and staff availability as requested.
• Answering questions from guests and staff.
• Escalating problems/complaints appropriately and promptly to the Front of House Manager and General Manager.

Appointment & Calendar Management:

• Booking, confirming, and rescheduling appointments as requested.
• Optimizing bookings within our online booking system allowing staff to maximise the number of appointments they can manage per day.
• Coordinating staff schedules and availability to ensure efficient optimization.
• Notifying Stylists and Therapists of imminent changes, cancellations, or urgent short-term bookings.
• Placing clients onto and managing the waitlist.

Operational Duties:

• Following up with clients (previous enquiries, appointment confirmation, post-service feedback requests).
• Following up on outstanding payments.
• Sending out pre-appointment and post-appointment information and instructions.
• Managing auto-replies and automatic client messages/emails for statutory holidays and inclement weather closures.
• Updating reply templates so they are current and contain the correct information.
• Proof reading written materials (like website content/EDM content) and providing suggestions for improvement.
• Support the GM/Owner and Principal with registration, documentation, marketing and student support

2. Social Media Content Editing

The Virtual Assistant will work to a provided brief, focusing on editing and preparation for publishing.

Key tasks include:

• Editing together content (photos, videos) that has been collected in previous weeks/months.
• Creating ready-to-publish reels for social media and in the future, content for use on the website blog, youtube etc.
• Goal: Create 1-2 pieces of content per day.
• Ensuring all social media content aligns with the current look and feel of our existing Instagram and website.
• Editing images as required
• Sourcing suitable original music for all content, especially for posts intended for paid advertising/boosting.

Essential Skills & Experience

• Experience with professional written communication across various platforms (Email, WhatsApp, social media DMs).
• Proficiency in content editing for social media (e.g., creating Reels/short-form video content).
• Understanding of brand alignment and ability to maintain a consistent aesthetic across social media channels.
• Ability to find suitable and legally-sound music for commercial use (including paid advertising).

Personal Qualities

• Proven ability to handle administrative tasks efficiently, particularly client communications and calendar management.
• Strong organizational skills and attention to detail, essential for appointment management and payment follow-ups.
• Ability to work independently and manage time effectively in a remote setting.

This job is NOT right for you if:

• you have children at home during this time who demand your attention
• you have no experience and want to learn on the job
• you are easily distracted and cannot focus for periods of time

We are looking for someone who is reliable, communicates well, and wants to work. The goal is to support our clients so they can focus on what they do best.

Working Hours and Structure

8:00am – 12:00pm, Monday to Saturday (Hong Kong time) There is an opportunity for hours to be increased over time

The anticipated daily split of hours will be:

• 2 – 2.5 hours: Administrative/Reception Support
• 1 – 1.5 hours: Social Media Content Editing

This position is:

• 3 months probation
• Entitled to 7 days annual leave
• Hong Kong Public Holidays
• Paid twice per month, 15th and last working day
• Paid via Wise directly into your bank account

Why Work With Us?

Working with Bauhinia Solutions means joining a people-first team that values professionalism, clear communication, and genuine care. With nearly two decades of experience, we offer a stable, supportive remote environment built on structure, flexibility, and trust. Our work goes beyond administration; we help clients feel organised and supported. You’ll develop your skills alongside an experienced team, in a culture that embraces continuous improvement and a human-first approach to AI.

How to Apply

To apply, please send your CV, a cover letter detailing your relevant experience, and a portfolio to recruit@bauhiniasolutions.com. The subject line of your email should be ‘I’m ready to Glow‘. Deadline of submission is on 31st of March 2026.

Please note, we will NOT discuss the position over the phone or via social media. We offer a fair recruitment process for everyone applying. If you call, you will be told to apply through the abovementioned process. If you message us on social media, we will not respond.

All applications who follow the correct process will be acknowledged and considered. Information provided by applicants is considered confidential and will only be used for recruitment related purposes.

All information provided by Bauhinia Solutions is confidential.