VIP Client Experience Manager

bVital Park City•Park City, UT

1d•$62,000 - $75,000•Hybrid

About The Position

bVital is a regenerative medicine and brain health clinic in Park City, Utah, serving patients with neurological conditions, chronic illness, and performance decline, including high-profile guests seeking customized clinical experiences. The VIP Client Experience Manager takes over after a VIP sales closer brings a guest on board and owns coordination from the guest’s commitment through departure. Working with Dr. Eckel, Kitty, the VIP sales closer, clinic management, and the COO, the manager translates each guest’s clinical plan into a customized, coordinated itinerary and manages the related logistics and communications. The role includes coordinating clinical schedules and providers, preparing the clinical team, communicating guest-facing itineraries, responding to schedule changes, and managing travel, accommodation guidance, transportation, and special requests. The manager serves as the primary contact for guests and their representatives before, during, and after visits; handles sensitive situations discreetly; maintains organized engagement records; and acts as the operational bridge between guests, clinicians, ownership, and clinic management. Core business hours apply, with responsiveness expected outside standard hours during active VIP visits.

Requirements

Experience in a high-touch coordination, executive support, or luxury hospitality role with genuinely high service standards.
Demonstrated ability to manage complex logistics involving multiple stakeholders without losing track of details.
Excellent written and verbal communication skills, including clear and warm writing and professional communication with varied audiences.
High emotional intelligence, including the ability to read people, adapt, and remain composed under pressure or ambiguity.
Comfort with flexible availability and responsiveness outside standard business hours when VIP guests or their teams need assistance.
Experience working in healthcare.
Ability to exercise independent judgment and work with a high degree of trust and autonomy.

Nice To Haves

Background in luxury hotel, resort, or private club guest services.
Experience as an executive assistant or personal assistant to a high-profile principal.
Familiarity with coordinating across time zones and with international guests.
Prior exposure to integrative medicine, wellness retreats, or concierge medical settings.

Responsibilities

Coordinate with Dr. Eckel and the clinical team to understand each VIP’s care plan and sequence appointments, modalities, and providers appropriately.
Build and manage each guest’s clinical itinerary, including provider appointments, therapy sessions, lab draws, and specialized procedures.
Ensure the clinical team is briefed and prepared before each guest arrives.
Translate clinical plans into clear guest-facing schedules explaining what will happen and why.
Manage schedule changes by rescheduling appointments, adjusting sequencing, and promptly updating affected providers and team members.
Serve as the primary point of contact for VIP guests and their personal or executive assistants from post-sale through departure.
Coordinate non-clinical logistics, including travel, local accommodation guidance, transportation, and special arrangements.
Anticipate guest needs and resolve issues before they become requests.
Work with Dr. Eckel and Kitty to translate clinical goals and vision into customized program plans.
Create professional itineraries and program summaries for guests and their teams.
Track open items, changes, and requests across active VIP engagements.
Communicate with guests and their representatives before, during, and after programs.
Handle escalations, changes, and sensitive situations with discretion, calm, and professionalism.
Build relationships with personal assistants, executive assistants, and family representatives.
Represent bVital with the care and professionalism expected by high-profile guests.
Coordinate with the clinical team, ownership, and VIP guests so all parties know what is happening and when.
Coordinate with the COO on new VIP engagements, program design decisions, and situations requiring leadership visibility.
Maintain organized records of communications, itineraries, program plans, and post-visit notes.