Executive Virtual Assistant – Administrative Operations, Dental Practice

🔥 1 minute ago

🇵🇭 Philippines – Remote

💵 $10.4k - $12.5k / year

⏱ Part Time

🟡 Mid-level

🟠 Senior

📋 Administrative Assistant

👻 Ghost score 12%

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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Winning Assistants LLC

WebsiteLinkedInAll Job Openings

51 - 200 employees

💼 Consulting

📣 Marketing

📦 Logistics

Consulting • Marketing • Logistics

Winning Assistants LLC is a staffing and recruiting company that provides virtual assistants from the top 1% of the global talent pool. They specialize in helping doctors, healthcare professionals, and business owners save time, reduce costs, and scale operations with highly skilled, HIPAA-compliant virtual assistants. Their services include admin support, medical office management, marketing, and customer service, allowing clients to focus on growth.

📋 Description

• Coordinate daily administrative and operational activities. • Monitor workflows, team assignments, deadlines, pending tasks, and action items. • Follow up with team members to ensure responsibilities 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 efficiency. • Manage executive calendars, appointments, meetings, reminders, emails, calls, texts, and other communications. • Take meeting notes, document objectives and action plans, and track execution. • Provide the practice owner with updates on priorities, progress, and outstanding tasks. • Prepare reports, spreadsheets, presentations, and administrative documents. • Organize digital files, records, and administrative systems. • Coordinate calendars and appointment scheduling. • Monitor scheduling gaps and help keep the practice schedule full. • Send reminders and manage follow-up communications. • Track KPIs, team progress, and operational performance data. • Maintain CRM records, databases, and spreadsheets. • Prepare and update reports for operational decision-making. • Support initiatives to improve office production and reduce unnecessary expenses. • Manage newsletters and follow-up communications. • Recommend workflow improvements and help implement agreed changes. • Take initiative in resolving issues and keeping 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 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. • Must speak and write English clearly and professionally. • Must have relevant work experience. • Must provide an NBI Clearance and/or Local Police Clearance before onboarding. • Must attend video meetings with camera on when required. • Reliable laptop or desktop computer. • Stable high-speed internet connection of at least 25 Mbps. • Noise-canceling headset. • Working webcam. • Quiet and professional work environment. • Experience with CRM platforms, including Salesforce, is advantageous. • Familiarity with Slack, WhatsApp, Skype, VoIP systems, Google Workspace, Microsoft Office, and scheduling platforms is advantageous.

🏖️ 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 internal HIPAA compliance training, cybersecurity modules, and certification to help handle PHI for U.S. healthcare clients. • Top 1% VA Performance Training: Proprietary training on communication, client management, productivity systems, and best practices. • 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 the 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. • Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on performance. • Reliable remote work setup and contractor support resources.