Executive Assistant
vor 1 Monat
Toothsavers is a leading dental practice that prides itself on delivering high-quality dental care in a state-of-the-art facility.
Our team is committed to creating a patient-first environment while maintaining the highest standards of service.
We are currently seeking a highly organized and proactive Executive Assistant to support the Dental Practice Owner in day-to-day operations, strategic planning, and overall practice management.
Role Overview: As the Executive Assistant, you will work closely with the Dental Practice Owner, providing administrative and operational support.
You will handle a wide variety of tasks, from managing schedules and communications to assisting with practice administration and team coordination.
This role requires a highly organized individual who can manage competing priorities with professionalism and confidentiality.
Key Responsibilities: Administrative Support: Manage the dental practice owner's calendar, appointments, and travel arrangements.
Ensure that their day-to-day activities run smoothly and efficiently.
Communication Management: Serve as the primary point of contact for internal and external communications, including phone calls, emails, and meeting requests.
Draft and manage correspondence on behalf of the owner.
Meeting Coordination: Schedule, prepare agendas, and take minutes for meetings.
Follow up on action items to ensure timely completion.
Project Management: Assist in special projects, including marketing initiatives, clinic upgrades, or event planning.
Track progress and provide regular updates.
Patient and Staff Liaison: Serve as a point of contact for patient escalations, staff issues, and other inquiries.
Coordinate with the practice team to resolve concerns in a timely manner.
Document Preparation: Prepare and edit reports, presentations, and other materials as required.
Maintain confidential records and files.
Financial Support: Assist with basic financial tasks such as invoicing, tracking expenses, and preparing financial reports for the owner's review.
Practice Operations: Support the owner with tasks related to practice management, such as HR administration, supplier coordination, and equipment procurement.
Marketing & Social Media: Collaborate with the marketing team or external agencies to manage the owner's involvement in promotions, community outreach, and online reputation management.
Compliance and Policies: Ensure adherence to the practice's policies, procedures, and regulatory requirements by coordinating relevant documentation and processes.
Skills & Qualifications: Experience: Minimum of 3-5 years of experience as an Executive Assistant, Personal Assistant, or similar role, preferably in a healthcare or dental environment.
Education: Diploma or degree in business administration, healthcare management, or a related field is preferred.
Proficient in: Microsoft Office Suite (Word, Excel, PowerPoint), project management software, and CRM tools (HubSpot knowledge is a plus).
Communication: Strong written and verbal communication skills, with the ability to draft clear and professional correspondence.
Organizational Skills: Ability to prioritize tasks, manage multiple projects, and stay on top of deadlines with minimal supervision.
Interpersonal Skills: High level of professionalism, discretion, and ability to work collaboratively with team members and external partners.
Problem-Solving: Demonstrated ability to proactively solve problems and provide creative solutions.
Attention to Detail: Strong eye for detail in preparing reports, managing schedules, and ensuring compliance with protocols.
Why Join Us?
Competitive salary with potential for performance bonuses.
Opportunity to work closely with a highly successful dental practice owner.
A positive, supportive work environment focused on growth and development.
Involvement in key decision-making processes and business strategy.
If you're an organized, proactive individual who thrives in a dynamic environment, we would love to hear from you.
Apply today to be part of our growing team
To Apply: Please submit your resume and cover letter with face photo to
Application Questions:
Which of the following statements best describes your right to work in Australia?
How many years' experience do you have as an executive assistant?
Which of the following Microsoft Office products are you experienced with?
Do you have experience in administration?
Do you have previous invoicing experience?
How many years of project management experience do you have?
How many years' experience do you have in a marketing role?
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