Executive & Administrative Operations Virtual Assistant - Dental Practice
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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 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.
Skills
As published by workable · 22 questions · 1 written answer
Basics
First name, Last name, Email, Phone, Address, Education, Experience, Resume, Cover letter
Short answers (6)
- What is your Date of Birth?
- What is your full government name? (Please enter it in this order: first name, middle name, last name. We use this to properly organize applicants who may have similar names.)
- Do you have previous experience as an Executive Assistant, Administrative Assistant, Operations Assistant, or Virtual Assistant? If yes, how many years?
- Do you have experience with calendar management, appointment scheduling, KPI tracking, or operational reporting? If yes, briefly describe.
- Which CRM systems, scheduling platforms, communication tools, or productivity software have you used professionally?
- In a 1–2 minute voice recording, please answer the following question(s): Tell us about a time you proactively identified an operational issue, took initiative, and helped resolve it without constant supervision. What actions did you take, and what was the outcome? To record your answer, you can use a free recorder such as www.vocaroo.com. Simply click record, speak clearly. Once you’re done recording, copy the link and paste it below.
Pick from a list (15)
- Are you available to work at this time schedule?
- Do you accept the payment rate listed in the job description for this role?
- Do you have more than 1 year of experience working in the healthcare industry preferably with US clients/companies?
- Do you have experience using EMRs (Electronic Medical Record) and EHRs (Electronic Health Record)?
- Do you have experience using CRMs or related softwares?
- Are you able to join video calls (Zoom, Google Meet, etc.) during your shift and turn on your camera if needed?
- Do you have a reliable computer, headset, and camera available for work if you are offered the position?
- This role requires a background check clearance (NBI clearance, local police clearance, or equivalent). Will you be able to provide one if hired?
- Have you ever been convicted of any crime involving fraud, theft, dishonesty, or breach of trust?
- Have you ever been involved in any incident where client or company information was mishandled, leaked, or misused?
- Have you ever been terminated, dismissed, or asked to resign from a previous job due to misconduct, violation of company policy, or performance issues?
- Please mark all that you have experience with
- Have you directly supported a business owner or executive while helping manage daily office operations?
- Do you have experience coordinating team members, monitoring deadlines, and following up to ensure tasks are completed?
- Are you available to work part-time starting at 8:00 AM Eastern Time, with flexibility for earlier starts or extended midday breaks (2–3 hours) depending on office demands?
Written answers (1)
- Is there any additional information you’d like to share that may help us better understand your qualifications for this role? (If not, put "none")