Executive Assistant – Dental Practice, Personal Support

This is a fully remote position, open to applicants in South Africa, +1 more country.

📋 Description

• Oversee and manage multiple personal and professional email accounts.

• Track incoming communications and prioritise important or urgent requests.

• Handle calendars, appointments, meetings, and quarterly team evaluations.

• Organise family events, dinners, reservations, and personal appointments.

• Provide assistance with personal administration, including bill management and other agreed-upon tasks.

• Ensure the client stays organised and that critical tasks are not overlooked.

• Use discretion to assess what requires immediate attention and what can be addressed independently.

• Monitor patient inquiries received outside of regular office hours.

• Respond to patient emails and inquiries in a professional manner.

• Review messages transcribed by the practice’s AI answering service.

• Assist patients with scheduling and appointment-related questions.

• Identify urgent or potentially serious patient issues and escalate them as necessary.

• Communicate with patients in a calm, professional, and empathetic manner.

• Maintain professionalism and confidentiality when dealing with sensitive patient information.

• Utilize Slack to communicate with the dentist when urgent responses are needed.

• Collaborate with practice team members.

• Help coordinate internal meetings and schedules.

• Serve as a dependable point of contact when the client is unavailable during working hours.

• May provide marketing support, website management and updates, additional practice administration, patient communications and follow-ups, broader business administration, and further executive and personal assistance.

⛳️ Requirements

• Highly organised with exceptional attention to detail.

• Proactive and capable of working independently without constant oversight.

• Comfortable managing various inboxes and calendars.

• Excellent written and verbal communication skills.

• Confident in direct communication with patients and clients.

• Professional, friendly, and personable.

• Comfortable handling confidential information.

• Able to prioritise tasks and discern when escalation is necessary.

• Adaptable and willing to take on new responsibilities as the role evolves.

• Comfortable working during U.S. Eastern Time hours.

• Experience in executive or personal assistance, medical or dental administration, patient coordination or medical reception, healthcare customer service, managing multiple email accounts, appointment scheduling, practice administration, marketing, or website management is highly advantageous.

• Strong spoken and written English skills are essential.

• Clear and easily comprehensible spoken English.

• Initially approximately 20 hours per week, ideally spread across four days at around five hours each day.

• Availability for the preferred working window of 3:00 PM–8:00 PM U.S. Eastern Time.

• May require availability for one weekend day per week.

🏝️ Benefits

• 100% remote work.

• $50 birthday bonus.

• $200 testimonial bonus.

• No tracking required.

• Training and support provided as needed.

• Opportunity to grow into a full-time position.

• Potential for role expansion into marketing, website management, practice administration, patient communications, broader business administration, and additional executive/personal support.