Executive Virtual Assistant – Administrative Operations, Dental Practice

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

📋 Description

• Oversee daily administrative and operational tasks.

• Track workflows, team assignments, deadlines, pending tasks, and action items.

• Follow up with team members to ensure that responsibilities are fulfilled.

• Identify operational bottlenecks and assist in implementing effective solutions.

• Collaborate with internal teams, vendors, and external partners.

• Assist in enhancing office systems, organization, and efficiency.

• Manage executive calendars, appointments, meetings, reminders, emails, calls, texts, and other forms of communication.

• Take meeting notes, document objectives and action plans, and monitor execution.

• Provide the practice owner with updates on priorities, progress, and outstanding tasks.

• Prepare reports, spreadsheets, presentations, and other administrative documents.

• Organize digital files, records, and administrative systems.

• Coordinate calendars and manage appointment scheduling.

• Monitor scheduling gaps and assist in maintaining a full practice schedule.

• Send reminders and handle follow-up communications.

• Track KPIs, team progress, and operational performance data.

• Maintain CRM records, databases, and spreadsheets.

• Prepare and update reports to aid in operational decision-making.

• Support initiatives aimed at enhancing office productivity and minimizing unnecessary expenses.

• Manage newsletters and follow-up communications.

• Recommend enhancements to workflows and assist in the implementation of agreed-upon changes.

• Take the initiative in resolving issues and ensuring priorities remain on track.

⛳️ Requirements

• Prior experience as an Executive Assistant, Administrative Assistant, Operations Assistant, or Virtual Assistant.

• Strong background in administrative coordination, calendar management, and scheduling.

• Ability to juggle multiple responsibilities and follow through independently.

• Excellent organizational, multitasking, and time-management skills.

• Exceptional written and verbal communication skills in English.

• Strong problem-solving, critical thinking, and decision-making skills.

• Proactive, resourceful, and comfortable taking initiative.

• Capability to coordinate with team members and oversee task completion.

• Detail-oriented and accurate in documentation, scheduling, and reporting.

• Tech-savvy and able to learn new systems and platforms with ease.

• Reliable internet connection and a dependable remote work environment.

• Ability to work Eastern Time hours and adjust scheduling flexibility according to office needs.

• Must communicate clearly and professionally in spoken and written English.

• Relevant work experience is required.

• Must provide an NBI Clearance and/or Local Police Clearance prior to onboarding.

• Required to attend video meetings with the camera on as necessary.

• A reliable laptop or desktop computer is essential.

• A stable high-speed internet connection of at least 25 Mbps is needed.

• A noise-canceling headset is required.

• A working webcam is necessary.

• A quiet and professional work environment is essential.

• Experience with CRM platforms, particularly Salesforce, is beneficial.

• Familiarity with Slack, WhatsApp, Skype, VoIP systems, Google Workspace, Microsoft Office, and scheduling platforms is a plus.

🏝️ Benefits

• Dedicated HR & Contractor Support Team: Access to top-tier support for inquiries, guidance, contract issues, and client communication.

• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.

• HIPAA & Cybersecurity Training + Certification (Provided): Access to internal HIPAA compliance training, cybersecurity modules, and certification to effectively handle PHI for U.S. healthcare clients.

• Top 1% VA Performance Training: Proprietary training on communication, client management, productivity systems, and best practices.

• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off based on the client’s needs and schedule.

• Client-Approved Paid or Unpaid Time Off: Time off may be authorized by the client; paid time off is optional and contingent upon client approval.

• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support.

• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on performance.

• Reliable remote work setup and contractor support resources.