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Winning Assistants LLC
Winning Assistants LLC
51 – 200 Employees
ConsultingLogisticsMarketing
Winning Assistants LLC is a staffing and recruiting company that connects doctors, healthcare professionals, and business owners with skilled virtual assistants from a global talent pool. Its HIPAA-compliant support services cover administrative work, medical office management, marketing, and customer service, helping clients streamline daily operations, control costs, and dedicate more time to business growth.
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Executive Virtual Assistant – Dental Practice Operations

Part-time remote executive assistant role supporting administrative operations, scheduling, KPI tracking, and workflow coordination for a U.S.-based dental practice. Open to candidates based in the Philippines.

PHPhilippines
$10,400 – $12,480 / year
RemotePart-timeMiddleSeniorEnglish RequiredAdministrative Assistant
VoIP

Description

  • Coordinate the dental practice’s daily administrative and operational work.
  • Track workflows, assignments, deadlines, pending tasks, and action items.
  • Follow up with team members to confirm responsibilities are completed.
  • Spot operational bottlenecks and assist with practical solutions.
  • Coordinate with internal teams, vendors, and external partners.
  • Help improve office systems, organization, and operational efficiency.
  • Manage executive calendars, appointments, meetings, reminders, emails, calls, texts, and other communications.
  • Record meeting notes, objectives, action plans, and execution progress.
  • Keep the practice owner informed about priorities, progress, and unresolved tasks.
  • Create reports, spreadsheets, presentations, and other administrative documents.
  • Maintain organized digital files, records, and administrative systems.
  • Coordinate calendars and appointment bookings.
  • Identify scheduling gaps and help maintain a full practice schedule.
  • Send reminders and handle follow-up communications.
  • Monitor KPIs, team progress, and operational performance information.
  • Maintain CRM records, databases, and spreadsheets.
  • Create and update reports that support operational decisions.
  • Assist with efforts to increase office production and reduce avoidable expenses.
  • Manage newsletters and related follow-up communications.
  • Suggest workflow improvements and assist with implementing approved changes.
  • Take ownership of issues and keep important priorities moving forward.

Requirements

  • Experience working as an Executive Assistant, Administrative Assistant, Operations Assistant, or Virtual Assistant.
  • Demonstrated ability in administrative coordination, calendar management, and scheduling.
  • Able to manage competing responsibilities and complete work independently.
  • Strong organization, multitasking, and time-management capabilities.
  • Excellent written and spoken English communication skills.
  • Effective problem-solving, critical-thinking, and decision-making skills.
  • Proactive, resourceful, and willing to take initiative.
  • Able to coordinate with colleagues and monitor task completion.
  • Careful and accurate when handling documentation, scheduling, and reports.
  • Comfortable with technology and learning new systems and platforms.
  • Reliable internet service and a dependable remote-work setup.
  • Available to work Eastern Time hours with flexibility for office scheduling needs.
  • Clear and professional English speaking and writing skills.
  • Relevant professional experience is required.
  • Must provide NBI Clearance and/or Local Police Clearance before onboarding.
  • Able to attend required video meetings with the camera on.
  • Reliable laptop or desktop computer.
  • Stable high-speed internet connection of at least 25 Mbps.
  • Noise-canceling headset.
  • Working webcam.
  • Quiet, professional workspace.
  • CRM experience, including Salesforce, is advantageous.
  • Familiarity with Slack, WhatsApp, Skype, VoIP systems, Google Workspace, Microsoft Office, and scheduling platforms is advantageous.

Benefits

  • Dedicated HR and contractor support is available for questions, guidance, contract matters, and client communications.
  • An optional premium VPN license may be provided to support privacy and security during client work.
  • HIPAA compliance and cybersecurity training with certification are provided for handling PHI for U.S. healthcare clients.
  • Proprietary performance training covers communication, client management, productivity systems, and recommended practices.
  • U.S. holidays may be taken off when approved by the client and compatible with the schedule.
  • Client-approved time off may be paid or unpaid; paid time off is optional and only available when the client offers it.
  • Templates, workflow guides, productivity tools, and client-specific SOP resources are available.
  • Some clients may offer performance bonuses, other incentives, or additional hours.
  • Remote-work setup guidance and contractor support resources are available.

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