Executive Assistant (Job ID: DAVMEL1EA)

ROLE DETAILS

JOB TITLE

Executive Assistant

JOB ID

DAVMEL1EA

INDUSTRY

Dental / Healthcare Practice Group

LOCATION

LATAM or South Africa

JOB STATUS

Full Time

WORK SCHEDULE

Monday to Friday, ?? Eastern Time

SALARY

$2500 to $3000 per month ( Willing to go up to $4000 for a superstar)

TARGET START DATE

Role overview
About the client

The company is a multi-location dental practice group operating three offices with a team of approximately seventy staff, including nine doctors and a team of managers. The practice has scaled rapidly, growing from roughly fifty to seventy employees within about a year and a half, and continues to handle a high volume of patient care and administrative operations across its locations.
About the role

You will serve as the Executive Assistant to the founder of a multi-location dental practice group, taking ownership of day-to-day administrative and organizational work currently absorbed by leadership. You will manage email triage, scheduling, follow-ups, and the organization of recurring administrative items such as vendor and insurance policy documentation, converting unstructured information into clear, accessible systems.
Key responsibilities

- Calendar & Scheduling: Manage the executive's calendar across platforms, schedule meetings, and send reminders to keep commitments on track.

- Inbox Management: Triage incoming email, draft responses, flag priority items, and ensure timely follow-up on outstanding threads.

- Vendor & Policy Administration: Organize and maintain records such as insurance policies and vendor agreements, tracking renewal dates, costs, and payment requirements in a structured format.

- Task Follow-Up: Track action items delegated by the executive, follow up with staff or external parties, and report status proactively.

- AI-Enabled Workflow Support: Use Claude and related tools to build dashboards, automate repetitive processes, and organize information for easier executive decision-making.

- Executive Reporting: Provide structured start-of-day and end-of-day updates summarizing priorities, progress, and blockers.

- Cross-Team Coordination: Liaise with managers and administrative staff to gather information and support delegated projects as the role expands.

Qualifications & skills

- Prior experience working as an Executive Assistant or Chief of Staff supporting a senior executive or founder is required.

- Fluent written and verbal English communication skills, with the ability to interact professionally and clearly with the executive and staff.

- Experience using or training on AI tools such as Claude for email management, workflow automation, and dashboard creation, or strong aptitude and willingness to be trained on these tools..

- Operations experience is a plus, as the role may expand to include light operations support over time.

- Demonstrated ability to work independently, exercise sound judgment and proactively surface priorities without close supervision.

- Strong organizational skills with experience managing detailed records such as policy or vendor documentation.

Tech stack

- Claude (AI workflow and automation tool)

- Google Calendar / Apple Calendar

- Email platforms (Gmail)

- Cadence AI (daily check-in and reporting tool)

- Spreadsheet/dashboard tools

- Video conferencing (Google Meet)

- Payment platforms (Wise, PayPal)

Originally posted on Himalayas