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Executive Assistant
Overview
We are hiring a highly capable Executive Assistant to support leadership who leads a creative agency and multiple initiatives. This is a robust, high-trust role that combines executive support, travel and logistics, sales enablement, and personal administration.
You will operate as a true right hand. You anticipate needs, protect time, keep systems organized, and ensure follow-through across priorities. The ideal candidate is calm under pressure, exceptionally organized, comfortable drafting high-quality communication, and able to manage both business and personal logistics with discretion.
Core Responsibilities
1) Executive Support and Time Protection
- Own complex calendar management across multiple workstreams and time zones
- Create a weekly schedule that reflects priorities, focus time, and recovery time
- Gatekeep meetings: assess purpose, ensure agenda and attendees are right, reduce low-value meetings
- Build and maintain recurring rhythms (weekly priorities, client reviews, internal check-ins)
- Prepare daily and weekly briefing packets: schedule, call notes, background, goals, and decision points
- Capture action items after key meetings and drive follow-through with stakeholders
- Maintain a “waiting on” list and ensure nothing goes stale
2) Inbox, Communication, and Executive Presence
- Manage inbox triage: prioritize, draft replies, and escalate what matters
- Draft high-quality emails in the executive’s voice across clients, partners, and internal team
- Maintain templates and message libraries for common scenarios
- Track responses, follow-ups, and deadlines tied to communications
- Proof and polish outbound communication for clarity, tone, and accuracy
- Coordinate sensitive communication with professionalism and discretion
3) Sales, Outreach, and Pipeline Support
- Maintain lead and relationship trackers, pipeline status, and follow-up schedules
- Prepare outbound outreach emails tailored to each prospect (light research included)
- Coordinate introductions and nurture threads with timely follow-ups
- Support proposal and pitch workflow: gather inputs, schedule internal reviews, and ensure on-time sends
- Prepare meeting briefs for sales calls: background, relationship context, goals, next steps
- Ensure CRM or tracking systems stay clean and current (even if lightweight)
- Track referrals and create a system for consistent relationship maintenance
4) Travel Planning and Itinerary Management
- Own end-to-end travel planning across business and personal travel
- Build travel options that optimize for time, rest, budget, and time zone recovery
- Manage flights, hotels, ground transport, car services, and reservations
- Create detailed itineraries (including buffers, confirmation numbers, maps, check-in info)
- Proactively handle disruptions: delays, cancellations, rebooking, backups
- Coordinate packing lists, travel documents, and pre-travel preparation
- Track points, memberships, known traveler numbers, and preferences
- Plan trips with family logistics in mind when relevant
5) Household and Personal Administration
- Coordinate personal appointments, family scheduling, and key home logistics
- Manage vendor scheduling (home services, maintenance, repairs) and track follow-ups
- Keep a running list of personal tasks and ensure they are completed
- Support gifting, special occasions, and event coordination when needed
- Maintain important documents and records in an organized system
- Handle confidential matters with high discretion and professional judgment
6) Operations, Systems, and Process Improvement
- Build and maintain simple systems that reduce friction
- Organize files, documents, contact databases, and shared drives
- Maintain a master “admin dashboard” for priorities, deadlines, and recurring tasks
- Identify inefficiencies and propose improvements to workflows and tooling
- Coordinate with internal team members to keep operations aligned
7) Meeting Support and Logistics
- Schedule meetings across multiple stakeholders and time zones
- Ensure every key meeting has: agenda, pre-reads, decisions needed, and clear next steps
- Take notes for specific meetings and distribute recaps when required
- Coordinate workshop or offsite logistics: travel, materials, schedules, and vendors
- Manage event attendance, RSVPs, calendars, and prep where needed
8) Research
- Research support for activities that involve special projects as needed.
Qualifications
- 4+ years experience supporting an executive, founder, or senior leader in a high-velocity environment
- Exceptional written English, with confidence preparing executive-level emails
- Strong judgment, discretion, and ability to handle sensitive information
- Proven ability to manage complex travel and logistics
- Highly organized, detail-oriented, and proactive
- Calm under pressure, with strong problem-solving instincts
- Comfortable running systems and coordinating across stakeholders
- Proficient with Google Workspace; comfortable learning tools quickly
Working Style and Expectations
- Remote role with consistent overlap with US Pacific Time- Must work on PST
- High responsiveness during business hours
- Able to manage shifting priorities without losing track of commitments
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Dental Admin Assistant
Company: Virtual Staffing Careers — a globally distributed staffing partner delivering high-quality administrative and support services to healthcare professionals. We are expanding our dental healthcare operations to provide reliable, detail-oriented virtual support for dental clinics. This role focuses on scheduling, records management, and patient communications while ensuring HIPAA-compliant handling of patient information. You will support the onboarding of new dental practices, assist with appointment management, patient data maintenance, insurance verification, and billing coordination. Working closely with a virtual team, you will help optimize administrative workflows, maintain accurate documentation, and contribute to efficient operations and an excellent patient experience.
Opportunity published on Get on Board.
Key Responsibilities
- Schedule and manage clinical calendars, coordinate appointments, and optimize provider time utilization.
- Facilitate patient communications, relay messages, arrange follow-ups, and respond to inquiries with professionalism and empathy.
- Maintain accurate medical records, histories, treatment plans, and test results in the dental EHR/EMR systems, ensuring HIPAA compliance.
- Support billing and coding processes by assisting with procedure/diagnosis coding and collaborating with the billing department to resolve discrepancies for timely reimbursement.
- Manage prescription refills, coordinate with pharmacies, and obtain prior authorizations when required to ensure timely patient care.
- Engage in virtual team meetings and coordinate with colleagues to deliver coordinated patient care and administrative tasks.
- Perform data entry and organize patient information, treatment plans, and related data in electronic health record systems with high accuracy.
- Verify patient insurance coverage and eligibility, obtain pre-authorizations, and resolve coverage-related issues to facilitate access to services.
- Adhere to data privacy, security policies, and industry regulations while handling sensitive medical information.
- Proactively identify process improvements, document standard operating procedures, and support a seamless administrative workflow in a remote environment.
What You’ll Bring
We are seeking a highly organized Dental Admin Assistant with strong English communication skills and a detail-oriented mindset. The ideal candidate will be proficient with dental EHR/EMR systems, possess solid customer service abilities, and demonstrate critical thinking to resolve problems effectively. You should understand HIPAA regulations and the importance of patient data confidentiality, with the ability to work independently in a remote setting while maintaining a professional demeanor. A high school diploma or equivalent is required, along with reliable internet access and a suitable home office setup to support a full-time, remote workflow. Prior experience in the dental healthcare industry is preferred but not mandatory for highly motivated individuals who are quick to learn and adapt to a fast-paced virtual environment.
Desirable Skills & Experience
• Experience in dental or medical office administration and familiarity with HIPAA compliance.
• Proficiency in dental EHR/EMR systems and medical billing processes.
• Strong organizational and multitasking abilities with meticulous data entry skills.
• Excellent written and verbal communication, with a customer-service mindset.
• Problem-solving skills, adaptability, and the ability to work with minimal supervision in a remote team.
• Basic knowledge of insurance verification and pre-authorization workflows.
• Comfortable working across US time zones (Pacific, Mountain, Central, Eastern).
What You’ll Receive
- Earn a salary rate of USD $5 - $9 per hour (based on experience and skills) for a full-time commitment of 40 hours per week.
- Work from Home, no commute!
- Healthcare Allowance
- WiFi Subsidy
- Paid time off and sick leaves
- Birthday bonus
- Referral bonus
- Annual performance bonus
- Loyalty Program and more!