# Executive & Administrative Operations Virtual Assistant - Dental Practice > Winning Assistants · Philippines (Remote) · Part-time · Posted 2026-10-08 **Salary:** USD 10,400–12,480 **Workplace:** remote ## Description ### Job Title: Executive & Administrative Operations Virtual Assistant – Dental Practice **Position Type: Part-Time (with Full-Time Opportunity) Schedule: Eastern Time (Eastern Time), starting at 8:00 AM Schedule Flexibility: Earlier starts may be required depending on office demands. Extended midday breaks of 2–3 hours may be accommodated when a longer workday is needed. Working Hours: Part-time; exact weekly hours to be confirmed Location: Remote – Philippines Pay Rate: 6–7 USD/hour** ### 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. ## Apply [Apply at Winning Assistants](https://apply.workable.com/winning-assistants/j/172683A766/apply) --- Powered by [Workable](https://www.workable.com)