** IMPORTANT ** WATCH THIS QUICK LOOM VIDEO ON HOW TO GET HIRED:

https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0

C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.

" PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH"

About the Client:

We are a growing, patient-focused dental practice based in the United States, committed to delivering high-quality care and an exceptional experience for every patient we serve. Our team values humility, professionalism, integrity, and efficiency, and we rely on strong operational systems to keep our practice running smoothly.

About the Role:

As the practice continues to expand, we are seeking a highly capable Executive Virtual Assistant who can help streamline administrative functions, strengthen communication workflows, and support the executive in managing day-to-day responsibilities.

This position requires impeccable organization, excellent English communication, strong follow-through, and the ability to anticipate needs before they arise.
 

Key Responsibilities

1. Calendar & Schedule Management

• Manage a complex professional calendar with 100% accuracy.
• Schedule, confirm, and adjust meetings proactively.
• Ensure all appointments are correct, conflict-free, and clearly communicated.
• Send reminders and coordinate time-sensitive scheduling requests.
• Able to execute these responsibilities for the CEO and his wife, both professional and personal calendars

2. Email & Communication Management

• Organize, triage, and respond to emails on behalf of the executives.
• Maintain inbox cleanliness; flag priorities and draft professional responses.
• Ensure timely follow-up on all outstanding items.

3. Administrative & Back-Office Support

• Maintain digital organization systems, documents, and records.
• Support customer success and internal operational tasks as needed.
• Prepare reports, summaries, and templates.

4. Payroll Assistance

• Assist with payroll processes accurately and on time.
• Update records, cross-check data, and ensure compliance with internal guidelines.
• Coordinate with relevant parties to verify hours and payments.
• Payroll is run bi-weekly - Monday (reports) reporting directly to the CEO, if team members are exceeding 5 hours of overtime during that pay period.

5. Operational Reliability

• Maintain consistent availability during U.S. Pacific business hours.
• Preserve data security and confidentiality at all times.
• Use backup systems (internet, power, hardware) to ensure uninterrupted workflow.

Qualifications & Skills

• 3+ years experience as an Executive Assistant, Administrative VA, or similar role (healthcare or dental field experience is a plus).
• Fluent English communication (written and verbal).
• Strong organizational skills with proven ability to manage calendars and inboxes without errors.
• Tech proficiency: Google Workspace, calendars, spreadsheets, CRMs, payroll software (preferred).
• Ability to work independently, troubleshoot issues, and take initiative.
• High attention to detail—accuracy is critical.
• Professionalism, reliability, and trustworthiness in handling sensitive information.