Executive Assistant

The job purpose of the Executive Assistant is to provide comprehensive support to a Doctor in managing her daily and quarterly tasks while aligning with the company's overarching goals. The Executive Assistant is expected to possess key qualities such as promptness, organization, attention to detail, flexibility, patience, and determination.

In this role, the Executive Assistant will be responsible for working effectively both independently and as part of a team. The daily responsibilities will involve interacting with the doctor's patients, external partners, and on-site coworkers. As a Remote Executive Assistant, the primary objective is to facilitate the seamless coordination of the Doctor's personal and professional schedules, communications, and administrative functions. This support will be provided remotely, aiming to optimize the Doctor's time and enhance overall operational efficiency.

**REQUIRED QUALIFICATIONS**

**Education**
- College Diploma: Administrative Management Careers, Business Administration.
- Desirable Master

**Training or Expertise**
- High English level (Well spoken, well written)
- Strong Microsoft Office skills
- Google and Microsoft calendars management
- Google Drive and iCloud.
- Experience with Mac/Apple
- Ability to quickly implement new software and technologies. Manage multiple portals. implement new software’s and technologies. Manage multiple portals.

**Experience**
- 3 or more years of experience working as an executive/administrative assistant (Desirable remotely for USA-based companies)
- Experience strategically supporting multiple senior leaders.
- Desirable experience with hospitality and Customer Service.
- Knowledge of dental terminology and procedures is a plus.

**JOB FUNCTIONS**
- Calendar Management: Coordinate and synchronize the orthodontist's calendars, appointments, meetings, clinic schedule, and events to maximize efficiency and minimize conflicts.
- Phone Communication: Handle incoming and outgoing calls, answering patients’ questions, taking messages, and facilitating communication and appointment scheduling as necessary. Triage + escalated issues appropriately. Calling IRS- SBA, Credit card de Chase Bank, Health insurance, Vendors, etc. Confidence to get on the phone with everybody about anything.
- Time Optimization: Assist the orthodontist in optimizing their schedule, and identifying opportunities to enhance productivity and time management.
- File Organization: Maintain and organize digital files, documents, and records to ensure easy accessibility and efficient retrieval.
- Documentation and Paperwork: Prepare, review, and complete necessary documentation and paperwork for the orthodontist, ensuring accuracy and compliance.
- Business Management Support: Provide administrative support in various business management tasks, including but not limited to customer service and support, billing, and basic accounting procedures.
- Collaboration: Coordinate with internal and external stakeholders to facilitate smooth operations and support the orthodontist's needs.
- Payments: Responsible for making payments to various entities.
- Presentation Creation: Develop presentations for the company ensuring they are creative, accurate, and adhere to brand guidelines.
- Invoicing: Generate invoices as required.
- Event Registrations: Manage registrations for events as needed.
- Travel Management: Book flights, hotels, and restaurants, focusing on value and efficiency.

**REQUIRED SKILLS**
- 3 or more years of experience working as an executive/ administrative assistant (Desirable remotely for USA-based companies)
- Proven experience (3 or more years) working as an executive assistant, preferably within a medical or healthcare environment, particularly in doctors' offices or similar settings.
- Knowledge of orthodontic or dental terminology and procedures is a plus.
- Excellent use of grammar and punctuation. Strong interpersonal written, and oral communication skills (English)
- Driven, proactive thinker, highly organized with exceptional communication, and problem-solving skills, and fully capable to take initiative, managing and overseeing a variety of high-priority projects from multiple management and professional levels successfully with mínimal direction.
- Proficient with Microsoft Office suites (Word, Excel, PowerPoint, Outlook) and Google suits. Adobe Suits. Grammarly.
- Adaptable, Positive attitude.
- Very Patient, responsible, resourceful, and extremely punctual.
- Creativity and Resourcefulness: Independently resolve inquiries and challenges.
- Proactivity: Anticipate the Doctor's needs.
- Confidentiality: Maintain discretion with sensitive information.
- Adobe Premium Experience: Proficiency in Adobe Premium.(Acrobat and Lightroom)
- AI Technology Knowledge: Familiarity with AI technology, including ChatGPT.
- Graphic Design Experience. Canva
- Hiring services for the company or for personal use as requested.
- Undertake other related duties