Executive Assistant, Patient Enquiry Coordinator

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Handle incoming enquiry calls for the dental practice and educational services.

• Address website inquiries, online forms, and live chat messages.

• Promptly and efficiently reach out to new inquiries.

• Assess potential patients and course participants.

• Collect information regarding treatment interests, timelines, and decision-making factors.

• Arrange consultations and appointments.

• Process deposits where necessary.

• Update inquiry stages and records within the CRM system.

• Make appointment confirmation calls.

• Follow up on missed appointments and opportunities for rebooking.

• Complete several follow-up attempts before closing inquiries.

• Meticulously record all interactions.

• Maintain comprehensive and accurate CRM records, including calls, notes, outcomes, next actions, lead stages, and contact information.

• Address inquiries from dentists interested in educational programs.

• Coordinate strategy calls and enrollment processes.

• Follow up on registrations, deposits, and necessary documentation.

• Manage calendars, appointments, and scheduling.

• Organize meetings across both businesses.

• Draft and oversee correspondence.

• Prepare meeting agendas and action summaries.

• Manage inboxes and prioritize communications.

• Collaborate with marketing agencies, suppliers, accountants, bookkeepers, and external partners.

• Track outstanding commitments and project deliverables.

• Proactively follow up to ensure deadlines are met.

• Coordinate travel, accommodation, and event logistics as required.

• Process enrollments and attendee records.

• Maintain event and course checklists.

• Organize venues, catering, equipment, certificates, and delegate materials.

• Assist with supplier bill coding and approval workflows.

• Support expense tracking and receipt management.

• Maintain compliance calendars and renewal schedules.

• Assist with reporting and administrative tasks.

• Compile monthly reporting packs.

• Transform meeting notes, transcripts, and voice notes into professional documents.

• Support process documentation and administrative enhancements.

• Within the initial 90 days, respond swiftly to inquiries, maintain high call-answering rates, accurately manage CRM records, support consultation attendance and follow-up, keep executive workflows organized, ensure inboxes and calendars operate smoothly, and resolve outstanding actions and commitments.

⛳️ Requirements

• Candidate must be based in the Philippines.

• A minimum of 3 years of experience combining customer-facing phone support with administrative/executive support duties.

• Previous experience supporting Australian clients is essential.

• Experience in dental, medical, healthcare, aesthetics, allied health, or professional services environments is highly preferred.

• Exceptional verbal English communication skills with a clear and professional speaking voice.

• Strong written English skills with the ability to draft professional emails and business correspondence.

• Proven CRM discipline and accurate record-keeping.

• Excellent organizational skills and follow-through capabilities.

• Ability to manage multiple priorities and switch between customer-facing and administrative tasks.

• Confidence in following up with stakeholders to ensure commitments are fulfilled.

• Strong attention to detail.

• Ability to work independently in a remote setting.

• Comfortable adhering to established processes, scripts, and compliance standards.

• High level of professionalism, discretion, and confidentiality.

• A quiet, dedicated home office environment.

• Professional headset suitable for frequent phone use.

• Reliable computer setup.

• Stable primary internet connection.

• Backup internet connection (mobile hotspot or secondary connection).

• Backup power solution (UPS or equivalent).

• HubSpot CRM experience is highly desirable.

• Experience working within an Australian dental practice is highly desirable.

• Familiarity with Australian customer service environments is highly desirable.

• Xero experience is highly desirable.

• Experience as an Executive Assistant supporting business owners or senior executives is highly desirable.

• Experience using AI tools such as Claude or ChatGPT in a professional environment is highly desirable.

• Familiarity with some or all of HubSpot, Google Workspace, Trello, Dialpad, CallRail, WooCommerce, Calendly, Eventbrite, Xero, Lightyear, Zoom, Canva, and AI tools is highly desirable.

• Must disclose any existing ongoing roles or client work.

• Must reflect this engagement on their LinkedIn profile as “Independent Contractor.”

🏝️ Benefits

• Saturday work is compensated separately.

• 100% remote work from home.

• Independent contractor engagement.