Executive Assistant | Personal Assistant

3 weeks ago

Manila, Philippines TEEMA Solutions Group Full time

Job Overview: We are seeking a detail-oriented, proactive, and highly organized Personal Assistant / Executive Assistant to support a dentist in managing and growing his professional study club activities. The ideal candidate will have a strong background in healthcare, preferably dentistry, and be capable of handling both administrative and research-based tasks. This role requires excellent organizational skills, strong communication, and the ability to manage multiple priorities independently.

Responsibilities
  • Research & Content Support
    • Conduct in-depth research and filter high-quality articles, journals, or publications relevant to the dental field.
    • Organize, archive, and categorize research materials for easy access.
    • Assist in refining content by collecting and summarizing relevant PDFs, data, images, and references for presentations or discussions.
    • Filter and organize photos and materials used during study sessions or presentations.
  • Calendar & Time Management
    • Proactively manage the dentist’s calendar, ensuring alignment with clinical schedules and study club activities.
    • Schedule meetings, webinars, and study sessions with external parties or internal stakeholders.
    • Provide timely reminders and buffer time for transitions between appointments and sessions.
  • Administrative Assistance
    • Organize digital files and folders related to study club activities.
    • Maintain a structured documentation system for references, meeting notes, presentation materials, and correspondence.
    • Collect data and assist in formatting, organizing, and presenting information for various club-related tasks.
  • Communication & Coordination
    • Draft and respond to emails on behalf of the dentist when necessary.
    • Act as a liaison with event organizers, club members, vendors, and other stakeholders (as responsibilities evolve).
    • Maintain professional and timely communication.
  • Future-Forward Tasks (Optional but Advantageous)
    • Potential involvement in managing or posting to social media platforms related to study club updates or event highlights (e.g., Instagram, LinkedIn).
    • Assist with creating and curating content for online visibility and professional branding (if requested).
Qualifications
  • Preferred: Background in healthcare, particularly dentistry (e.g., dental assistant, hygienist, dental admin support).
  • Proven experience as a Personal Assistant, Executive Assistant, Virtual Assistant, or similar role.
  • Strong research skills and familiarity with academic articles or dental publications.
  • Proficient in using cloud storage platforms (Google Drive, Dropbox), Google Workspace or Microsoft Office.
  • Experience with calendar tools (e.g., Google Calendar, Calendly, Outlook).
  • Excellent written and verbal communication skills.
  • High level of discretion, reliability, and professionalism.
  • Ability to work independently and handle multiple tasks effectively.
  • Attention to detail, especially when dealing with academic materials and professional communications.
Nice to Have
  • Basic understanding of dental terms, procedures, and professional development in dentistry.
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