CG Executive Assistant and Patient Enquiry Coordinator (007-599)

​​Looking for Filipino (Philippines-based) candidates

Job Role: Executive Assistant & Patient Enquiry Coordinator

Compensation Range: TBD

Contract Type: Independent Contractor

Work Schedule: Monday to Friday | 6:00 AM – 3:00 PM Manila Time (Australian Eastern Hours) + Saturday 6:00 AM – 10:00 AM Manila Time (compensated separately)

Who We Are: 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.

Who The Client Is:

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 r