Executive & Administrative Operations Virtual Assistant - Dental Practice

Job Title: Executive & Administrative Operations Virtual Assistant – Dental Practice [SJ-S]

Position Type: Full-Time

Work Schedule: Full-Time (40 Hours per Week)

• Monday–Friday: 8:00 AM–5:00 PM Eastern Time (ET)
• Lunch Break: 1-hour unpaid lunch break daily
• Total Working Hours: 40 hours per week
• Overtime: Additional hours may be required depending on workload and operational needs.

Location: Remote – Philippines

Pay Rate: 6–7 USD/hour, depending on experience

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 As…