Executive Assistant & Patient Enquiry Coordinator

At Hunt St we help Australian companies directly hire top 5% remote talent in the Philippines. You will be hired directly by the client, typically as an independent contractor. We are not an outsourcing agency. All of our roles are 100% remote, so you'll be able to work from home.

Our client operates two established businesses in Australia: a growing dental practice and a professional education company serving dental professionals. Both businesses are led by an entrepreneurial owner who is heavily involved in operations, patient experience, business development, and industry education.

The team is seeking a highly organised and proactive professional who can support both patient and client enquiries while helping keep executive priorities, projects, and administration running smoothly across the two businesses.

Role Overview:

This is a unique dual-role position combining:

• Patient & Delegate Enquiry Coordination (approximately 60%)
• Executive Assistant Support (approximately 40%)

The successful candidate will serve as the first point of contact for prospective dental patients and course delegates while also providing executive support to the business owner.

This role is ideal for someone who has experience in both customer-facing phone work and high-level administration.

Key Responsibilities:

Patient & Delegate Enquiries (Approx. 60%)

Lead Response & Appointment Booking

• 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 regarding treatment interests, timelines, and decision-making factors.
• Schedule consultations and appointments.
• Process deposits where applicable.
• Update enquiry stages and records within the CRM.

Patient Follow-Up & Attendance

• Conduct appointment confirmation calls.
• Follow up on missed appointments and rebooking opportunities.
• Complete multiple follow-up attempts before closing enquiries.
• Ensure all interactions are accurately recorded.

CRM & Data Management

• Maintain complete and accurate CRM records.
• Log all calls, notes, outcomes, and next actions.
• Update lead stages and contact information.
• Maintain high standards of data accuracy and reporting.

Source Education Support

• Handle enquiries from dentists interested in education programs.
• Coordinate strategy calls and enrolment processes.
• Follow up on registrations, deposits, and documentation.

Executive Assistant Support (Approx. 40%)

Executive Administration

• 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.

Project & Supplier Coordination

• 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.

Course Administration

• Process enrolments and attendee records.
• Maintain event and course checklists.
• Coordinate venues, catering, equipment, certificates, and delegate materials.

Finance & Compliance Administration

• 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.

Reporting & Documentation

• Maintain CRM data quality.
• Compile monthly reporting packs.
• Turn meeting notes, transcripts, and voice notes into professional documents.
• Support process documentation and administrative improvements.

Requirements

Required Skills & Qualifications

• 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.

Technical & Home Office Requirements

• 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).

Preferred Experience

• HubSpot CRM experience.
• Experience working within an Australian dental practice.
• Familiarity with Australian customer service environments.
• Xero experience.
• Executive Assistant experience supporting business owners or senior executives.
• Experience using AI tools such as Claude or ChatGPT in a professional setting.

Systems & Software

Experience with some or all of the following is highly desirable:

• HubSpot
• Google Workspace (Gmail, Calendar, Drive, Docs, Sheets)
• Trello
• Dialpad
• CallRail
• WooCommerce
• Calendly
• Eventbrite
• Xero
• Lightyear
• Zoom
• Canva
• AI tools (Claude, ChatGPT, etc.)

What Success Looks Like

Within the first 90 days, the successful candidate will:

• Consistently respond to new enquiries promptly during business hours.
• Maintain high call-answering rates during enquiry windows.
• Ensure all enquiries are accurately logged and managed in the CRM.
• Successfully support consultation attendance and follow-up processes.
• Maintain an organised executive workflow and task management system.
• Keep inboxes, calendars, meetings, and follow-ups running smoothly.
• Proactively identify and resolve outstanding actions and commitments.

Key Attributes

The successful candidate will be:

• Warm, professional, and personable on the phone.
• Highly organised and process-driven.
• Proactive and accountable.
• Detail-oriented.
• Confident in following up and driving tasks to completion.
• Adaptable and capable of switching between different communication styles.
• Dependable and trustworthy.
• Comfortable working directly with a business owner.