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Executive Assistant

3 days ago

Manila, National Capital Region, Philippines Staff Domain Inc Full time

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, , 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 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
  • 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, , HubSpot) are used consistently and effectively to support decision making.

What You Bring

We're looking for someone with:

Technical & Systems Skills (Essential)

  • Advanced Excel skills: data organisation, reporting, formulas, and structured analysis.
  • 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.

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.