Executive Assistant (Dental Group) | AU | WFH

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 CEO—ensuring 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, Monday.com, HubSpot), discretion, and the ability to operate confidently across clinical, operational, and executive domains.

What You’ll Do
You’ll 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 Monday.com 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 Monday.com.
  
• 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 CEO’s 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 6–12 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, Monday.com, HubSpot) are used consistently and effectively to support decision making.
  

Requirements

What You Bring
We’re looking for someone with:
Technical & Systems Skills (Essential)

• Advanced Excel skills: data organisation, reporting, formulas, and structured analysis.
  
• Monday.com: 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 You’ll 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!.
  
  

Let’s Talk
If you’re thinking “this sounds like me”—it probably is. Click apply. We can’t wait to meet you.