Executive Assistant (Dental Group) | AU | WFH
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Job Location:
National Capital Region - Philippines
Monthly Salary:
PHP 70000 - 100000
Experience Required:
3years
Posted on:
16 hours ago
Vacancies:
1 Vacancy
Job Summary
Setup and Location: WFH or Hybrid
Work Schedule: 9:00 AM-6:00 PM (AEST) 6:00 AM-3:00 PM (PH Time)
Employment Type: Full-time
Ready to do work that actually excites you
This role is a high-trust high-leverage position designed to support clinical delivery operational excellence and executive effectiveness. The incumbent will act as a central coordination point across dentists the Practice Manager and the CEOensuring patient-based projects operational reporting and executive priorities are executed accurately efficiently and on time. This is not a purely administrative role. It requires strong analytical capability systems fluency (Excel HubSpot) discretion and the ability to operate confidently across clinical operational and executive domains.
What Youll Do
Youll be the kind of person who:
1. Dentist Administrative Support Patient-Based Project Management
Provide day-to-day administrative and coordination support to dentists by managing patient-centric workflows and projects.
Key responsibilities include:
- Coordinating complex patient treatment journeys (e.g. multi-stage treatment plans follow-ups specialist coordination).
- Tracking patient-based projects timelines and deliverables using or equivalent systems.
- Preparing and maintaining accurate patient documentation treatment summaries and correspondence as required.
- Liaising with front desk treatment coordinators labs and clinicians to ensure seamless execution of care plans.
- Monitoring outstanding actions ensuring no patient-related tasks fall through gaps.
- Supporting dentists with scheduling priorities preparation for complex cases and administrative load reduction.
2. Practice Manager Support Operations Reporting & Administration
Provide structured operational and administrative support to the Practice Manager to improve visibility control and execution across the practice.
Key responsibilities include:
- Assisting with the preparation of operational reports (weekly monthly quarterly) using Excel and data from practice systems.
- Maintaining and updating operational trackers dashboards and task boards in .
- Supporting reporting across key practice functions such as patient flow treatment conversion utilisation and revenue protection.
- Assisting with documentation SOP management and internal process administration.
- Coordinating administrative aspects of compliance audits supplier documentation and internal reviews.
- Acting as an operational follow-up resource to ensure agreed actions from meetings are completed.
3. Executive Assistance CEO Support
Provide direct executive assistance to the CEO supporting strategic execution prioritisation and communication.
Key responsibilities include:
- Managing the CEOs schedule priorities and key deadlines with discretion and judgement.
- Preparing executive-level reports summaries and presentations (primarily in Excel PowerPoint and written formats).
- Assisting with CRM-related reporting and insights via HubSpot (e.g. pipeline summaries performance
- napshots).
- Coordinating meetings agendas action logs and follow-ups for executive and leadership forums.
- Acting as a gatekeeper for information ensuring the CEO is briefed with the right level of detail at the right time.
- Supporting confidential projects strategic initiatives and ad-hoc executive requests.
Success Measures (First 612 Months)
- Dentists experience reduced administrative burden and smoother patient project execution.
- Practice Manager gains clearer operational visibility and reliable reporting support.
- CEO experiences improved focus prioritisation and execution velocity.
- Systems (Excel HubSpot) are used consistently and effectively to support decision making.
Requirements
What You Bring
Were looking for someone with:
Technical & Systems Skills (Essential)
- Advanced Excel skills: data organisation reporting formulas and structured analysis.
- : task management workflows dashboards and project tracking.
- HubSpot CRM: basic to intermediate proficiency in navigating pipelines reports and dashboards.
- Strong written communication skills for professional correspondence and internal documentation.
Core Professional Capabilities
- Exceptional organisation and attention to detail.
- Ability to manage multiple priorities across clinical operational and executive demands.
- High level of discretion confidentiality and professional judgement.
- Strong follow-through and accountability mindset.
- Ability to work autonomously while aligning with leadership expectations.
Experience & Background
- Previous experience in an administrative operations executive assistant or practice coordination role (healthcare or professional services preferred).
- Demonstrated experience supporting senior leaders and/or complex operational environments.
- Experience working with CRM systems operational dashboards or reporting frameworks is highly
- desirable.
Personal Attributes
- Calm structured and reliable under pressure.
- Proactive and solutions-oriented.
- Comfortable working across clinical teams and executive leadership.
- Strong sense of ownership and pride in execution quality.
Benefits
Why Youll Love Working Here
- HMO Dental and Life Insurance for you and one free dependent from day one (with the option to enroll additional dependents).
- Paid Leaves: Birthday Vacation Medical and Maternity (up to 6 Vacation Leaves are convertible to cash on your anniversary).
- Employee Engagement Activities: Year-End Party Family Day Team Building and more!.
Lets Talk
If youre thinking this sounds like meit probably is. Click apply. We cant wait to meet you.
Required Skills:
What You Bring Were looking for someone with: Bachelors degree in Business Administration Human Resource Management or a related is preferred. 3 years of experience in workforce scheduling rostering or related administrative roles. Strong communication skills both verbal and written to interact with diverse stakeholders. Excellent organizational skills with a keen attention to detail in managing complex schedules. Ability to adapt quickly to new systems and processes with minimal supervision. Problem-solving skills to address scheduling conflicts and last-minute changes effectively. Strong time-management skills to prioritize tasks and meet deadlines in a fast-paced environment.
Company Industry
IT Services and IT Consulting
Key Skills
- Abinitio
- ICWA
- Corporate Sales
- Furniture Sales
- Courier
- Barista
