Executive Assistant (Dental Practice & Business Support)

About the Role

We are looking for a highly organised, proactive, and personable Executive Assistant to support a busy dentist and business owner with both professional and personal responsibilities. This is an ideal opportunity for someone who enjoys taking ownership, managing multiple priorities, and making their client's life easier.

The successful candidate will initially focus on inbox management, scheduling, administrative support, and patient communication, with the opportunity to take on additional business, marketing, website, and practice-management responsibilities over time.

The role will begin at approximately 20 hours per week, with the potential to grow into a full-time position as the scope of responsibilities expands.

Key Responsibilities

Executive & Administrative Support

• Manage and organise multiple email inboxes across personal and professional accounts
• Monitor incoming messages and prioritise important or time-sensitive requests
• Manage calendars, appointments, meetings, and quarterly team reviews
• Coordinate family events, dinners, reservations, and personal appointments
• Assist with personal administration, including bills and other agreed tasks
• Keep the client organised and ensure important tasks don't fall through the cracks
• Use good judgement to determine what requires immediate attention and what can be handled independently

Dental Practice & Patient Support

• Monitor patient enquiries received outside normal office hours
• Respond professionally to patient emails and enquiries
• Review transcribed messages from the practice's AI answering service
• Assist patients with scheduling and appointment-related queries
• Identify urgent or potentially serious patient matters and escalate them appropriately
• Communicate with patients in a calm, professional, and empathetic manner
• Maintain professionalism and confidentiality when handling sensitive patient information

Communication & Team Support

• Use Slack to communicate with the dentist when an urgent response is required
• Coordinate with members of the practice team
• Help organise internal meetings and schedules
• Act as a reliable point of contact when the client is unavailable during working hours

Future Responsibilities

As the relationship develops, there is potential for the role to expand into:

• Marketing support
• Website management and updates
• Additional practice administration
• Patient communications and follow-ups
• Broader business administration
• Additional executive and personal support

What We're Looking For

The ideal candidate will be:

• Highly organised with excellent attention to detail
• Proactive and able to work independently without constant supervision
• Comfortable managing multiple inboxes and calendars
• An excellent written and verbal communicator
• Confident communicating directly with patients and clients
• Professional, friendly, and personable
• Comfortable handling confidential information
• Able to prioritise tasks and recognise when something requires escalation
• Adaptable and willing to take on new responsibilities as the role develops
• Comfortable working U.S. Eastern Time hours

Preferred Experience

Experience in any of the following would be highly beneficial:

• Executive or Personal Assistance
• Medical or dental administration
• Patient coordination or medical reception
• Healthcare customer service
• Managing multiple email accounts
• Appointment scheduling
• Practice administration
• Marketing or website management

Dental or broader healthcare experience is a strong advantage, but not essential. Training and support will be provided where required.

Language & Communication Requirements

Because this role involves communicating directly with patients, strong spoken and written English is essential. We’re specifically looking for someone who can communicate naturally and professionally over the phone and via email, with clear, easily understood spoken English.