Executive & Administrative Operations Virtual Assistant - Dental Practice

Job Title: Executive & Administrative Operations Virtual Assistant – Dental Practice

Position Type: Part-Time (with Full-Time Opportunity)
Schedule: Eastern Time (Eastern Time), starting at 8:00 AM
Schedule Flexibility: Earlier starts may be required depending on office demands. Extended midday breaks of 2–3 hours may be accommodated when a longer workday is needed.
Working Hours: Part-time; exact weekly hours to be confirmed
Location: Remote – Philippines
Pay Rate: 6–7 USD/hour

About the Client

Our client is a U.S.-based dental practice providing general, preventive, cosmetic, and restorative dental care.

The practice is looking for a reliable and proactive Virtual Assistant who can support the practice owner with daily office operations, team coordination, scheduling, reporting, and administrative workflows.

About the Role

We are looking for an experienced Executive & Administrative Operations Virtual Assistant who can help keep the office running smoothly, improve team accountability, and reduce the practice owner's daily workload.

This role goes beyond traditional administrative support. You will help coordinate day-to-day operations, monitor schedules and workflows, follow up with team members, and ensure important tasks are completed.

The ideal candidate is someone who can take ownership, think ahead, identify problems, and follow through on solutions without needing constant supervision.

Key Focus Areas

• Office Operations & Team Coordination (Primary): Keep daily workflows organized, monitor team responsibilities, and ensure tasks and follow-ups are completed.
• Executive & Administrative Support: Manage the practice owner's schedule, communications, meetings, and administrative priorities.
• Scheduling & Practice Productivity: Support appointment coordination, help keep the practice schedule full, and identify scheduling gaps.
• KPI Tracking & Reporting: Monitor performance data, track operational priorities, and support improvements in productivity and expense management.
• Proactive Problem-Solving: Anticipate challenges, recommend solutions, and help improve office systems and processes.

Key Responsibilities

Office Operations & Team Coordination

• Help coordinate daily administrative and operational activities.
• Monitor workflows, team assignments, deadlines, and pending tasks.
• Follow up with team members to ensure responsibilities and action items are completed.
• Identify operational bottlenecks and help implement practical solutions.
• Coordinate with internal teams, vendors, and external partners.
• Support improvements in office systems, organization, and overall efficiency.

Executive & Administrative Support

• Manage executive calendars, appointments, meetings, and reminders.
• Organize and prioritize emails, inboxes, phone calls, text messages, and other communications.
• Take meeting notes, document objectives and action plans, and track execution.
• Provide concise updates to the practice owner regarding priorities, progress, and outstanding tasks.
• Prepare reports, spreadsheets, presentations, and other administrative documents.
• Organize digital files, records, and administrative systems.

Scheduling & Practice Productivity

• Coordinate calendars and appointment scheduling activities.
• Monitor scheduling gaps and support efforts to keep the practice schedule full.
• Send reminders and manage follow-up communications.
• Help improve scheduling workflows and overall office productivity.

KPI Tracking & Reporting

• Track KPIs, team progress, and operational performance data.
• Maintain accurate CRM records, databases, and spreadsheets.
• Prepare and update reports to support operational decision-making.
• Monitor outstanding action items and provide timely progress updates.
• Support initiatives aimed at improving office production and reducing unnecessary expenses.

Communication & Process Improvement

• Manage newsletters and follow-up communications.
• Coordinate with team members to ensure smooth communication and execution.
• Identify potential challenges before they affect daily operations.
• Recommend workflow improvements and help implement agreed-upon changes.
• Take initiative in resolving issues and keeping operational priorities on track.

Requirements

• Previous experience as an Executive Assistant, Administrative Assistant, Operations Assistant, or Virtual Assistant.
• Strong experience in administrative coordination, calendar management, and scheduling.
• Ability to manage multiple responsibilities and follow through on tasks independently.
• Strong organizational, multitasking, and time-management skills.
• Excellent written and verbal English communication skills.
• Strong problem-solving, critical thinking, and decision-making abilities.
• Proactive, resourceful, and comfortable taking initiative.
• Ability to coordinate with team members and monitor task completion.
• Detail-oriented and accurate in documentation, scheduling, and reporting.
• Tech-savvy and comfortable learning new systems and platforms.
• Reliable internet connection and dependable remote work setup.
• Ability to work Eastern Time hours and accommodate scheduling flexibility based on office demands.

Preferred Qualifications

Experience with any of the following is an advantage:

• Executive support and operational coordination
• Team accountability, task tracking, and workflow management
• KPI monitoring, reporting, and data management
• CRM platforms, including Salesforce
• Slack, WhatsApp, and Skype
• VoIP communication systems
• Google Workspace and Microsoft Office
• Calendar and scheduling management platforms

Basic Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be available to attend video meetings with camera on when required.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work environment.

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, 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 our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.