Executive Assistant, Patient Enquiry Coordinator

🔥 1 hour ago

🇵🇭 Philippines – Remote

⏳ Contract/Temporary

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 13%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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Hunt St

WebsiteLinkedInAll Job Openings

1 - 10 employees

🎯 Recruiter

👥 HR Tech

🤝 B2B

Recruitment • HR Tech • B2B

Hunt St is an Australia-based recruiting firm founded by brothers Shaun and Eliot with the aim of helping small and medium-sized enterprises (SMEs) hire top offshore talent directly, avoiding the high costs associated with traditional outsourcing agencies. The company offers a unique one-time finder's fee model, enabling clients to save significantly on recruitment costs. They provide comprehensive services including job postings, candidate screenings, interviews, and legal support for compliant remote hiring. Hunt St specializes in sourcing talent from countries like the Philippines, Nepal, Indonesia, and India, offering a transparent and ethical hiring process that allows businesses to provide fairer compensation to employees while ensuring stringent security and compliance measures are met.

📋 Description

• Answer inbound enquiry calls for the dental practice and education business • Respond to website enquiries, online forms, and live chat enquiries • Contact new enquiries promptly and efficiently • Qualify prospective patients and course delegates • Gather information about treatment interests, timelines, and decision-making factors • Schedule consultations and appointments • Process deposits where applicable • Update enquiry stages and records within the CRM • Conduct appointment confirmation calls • Follow up on missed appointments and rebooking opportunities • Complete multiple follow-up attempts before closing enquiries • Accurately record all interactions • Maintain complete and accurate CRM records, including calls, notes, outcomes, next actions, lead stages, and contact information • Handle enquiries from dentists interested in education programs • Coordinate strategy calls and enrolment processes • Follow up on registrations, deposits, and documentation • Manage calendars, appointments, and scheduling • Coordinate meetings across both businesses • Draft and manage correspondence • Prepare meeting agendas and action summaries • Manage inboxes and prioritise communications • Coordinate with marketing agencies, suppliers, accountants, bookkeepers, and external partners • Track outstanding commitments and project deliverables • Follow up proactively to ensure deadlines are met • Coordinate travel, accommodation, and event logistics when required • Process enrolments and attendee records • Maintain event and course checklists • Coordinate venues, catering, equipment, certificates, and delegate materials • Assist with supplier bill coding and approval workflows • Support expense tracking and receipt management • Maintain compliance calendars and renewal schedules • Assist with reporting and administration processes • Compile monthly reporting packs • Turn meeting notes, transcripts, and voice notes into professional documents • Support process documentation and administrative improvements • Within the first 90 days, respond promptly to enquiries, maintain high call-answering rates, accurately manage CRM records, support consultation attendance and follow-up, maintain organised executive workflows, keep inboxes and calendars running smoothly, and resolve outstanding actions and commitments

🎯 Requirements

• Filipino (Philippines-based) candidate • 3+ years of experience combining customer-facing phone support and administrative/executive support responsibilities • Previous experience supporting Australian clients • Experience within dental, medical, healthcare, aesthetics, allied health, or professional services environments is highly preferred • Exceptional verbal English communication skills with a clear and professional speaking voice • Strong written English with the ability to draft professional emails and business correspondence • Demonstrated CRM discipline and accurate record-keeping • Strong organisational skills and follow-through • Ability to manage multiple priorities and switch between customer-facing and administrative tasks • Confidence following up stakeholders and ensuring commitments are completed • Strong attention to detail • Ability to work independently in a remote environment • Comfortable following established processes, scripts, and compliance requirements • High level of professionalism, discretion, and confidentiality • Quiet, dedicated home office environment • Professional headset suitable for frequent phone work • Reliable computer setup • Stable primary internet connection • Backup internet connection (mobile hotspot or secondary connection) • Backup power solution (UPS or equivalent) • HubSpot CRM experience is highly desirable • Experience working within an Australian dental practice is highly desirable • Familiarity with Australian customer service environments is highly desirable • Xero experience is highly desirable • Executive Assistant experience supporting business owners or senior executives is highly desirable • Experience using AI tools such as Claude or ChatGPT in a professional setting is highly desirable • Experience with some or all of HubSpot, Google Workspace, Trello, Dialpad, CallRail, WooCommerce, Calendly, Eventbrite, Xero, Lightyear, Zoom, Canva, and AI tools is highly desirable • Must disclose any existing ongoing roles or client work • Must reflect this engagement on their LinkedIn profile as “Independent Contractor”

🏖️ Benefits

• Saturday work is compensated separately • 100% remote work from home • Independent contractor engagement