Executive Assistant

I am a dentist focused on high-end smile makeovers – the kind of dentistry that doesn’t just change teeth, but upgrades confidence.

“It’s not about teeth. It is about you. Where health meets beauty, you meet confidence.”

I’m looking for a highly organized, proactive Executive Assistant to be my right hand. Your job is to run my inbox, calendar, and patient coordination so I can focus on clinical work and growth.

This role is fully remote and supports both my professional and personal life. You will handle a mix of patient-facing coordination, admin, and personal tasks.

Values alignment is non-negotiable
Capacity – Ability to grow, handle increasing complexity, and help others grow.
Character – Strong moral compass, does the right thing even when no one is watching.
Motivation – Intrinsically motivated to get work done and close loops.

Responsibilities
1. Patient coordination & VIP experience
Acknowledge and manage all incoming patient inquiries
Coordinate appointments so the clinical schedule runs smoothly and wait times are minimized.
Keep patients, lab, and me aligned on case status and timelines.
Ensure every patient feels informed, cared for, and in safe hands from first contact through follow-ups.
Safeguard patient privacy and confidentiality at all times.
2. Inbox, calendar & project support
Proactively organize my calendar weeks in advance to maximize productive time.
Triage email and messages: reply where appropriate, draft responses for me, and surface what needs my attention.
Track tasks and projects in Asana and follow up so nothing stalls.
Take concise notes on key calls/meetings when requested and capture action items.
Remind me of important tasks, deadlines, and decisions.
3. Personal & business admin
Organize travel and complex itineraries.
Research and purchase gifts or items for personal and business occasions.
Assist with personal tasks (mail organization, vendor coordination, deliveries, etc.).
Support in organizing in-person meetings/events as needed.
4. Systems & communication
Design and improve simple organizational systems/SOPs for recurring work.
Communicate kindly and professionally with patients, partners, and any tea ---------- mbers – you are representing me.
Think several steps ahead and communicate details clearly to the right stakeholders.
Respond promptly to me during working hours on WhatsApp (rapid acknowledgement, then follow through).

Results
Calendar is organized at least 1–3 months ahead.
Vital business and personal appointments are pre scheduled with realistic travel/buffer times.
Projects and tasks are tracked transparently and updated at least by end of day.
Patients feel they receive VIP care and clear communication.
I spend the vast majority of my time on clinical work and high value activities, not chasing details.

Requirements
Proven experience as an executive assistant, virtual assistant, or coordinator
Works well under tight deadlines and in pressing situations.
Strong written and verbal communication; clear, precise, and professional.
High attention to detail and ability to maintain accuracy and discretion under pressure.
Comfortable learning software quickly (Google Workspace, Asana, WhatsApp, etc.).
Ability to design and follow organizational systems/SOPs.
Able to anticipate needs 3–5 steps ahead.
Positive attitude and professionalism; reflects my demeanor with patients and partners.
Willing to be occasionally available outside standard hours for urgent issues.

Location & Availability
Full time remote position.
Able to work Monday–Friday, 7 AM – 4 PM EST (New York, USA), with some flexibility for urgent needs.


How to Apply

If you would like to apply, complete a short practical task that I will personally review before the interview stage.

The task is designed to reflect real scenarios from this role and to understand how you think, communicate, and organize.

Access to the task materials will be provided here:
drive. google. com/drive/folders/1pcBvFWI4ZZBHadNhT_PF8c9vi3AGFTI7

If you experience any issues accessing the Google Drive task link please feel free to use one of the alternative links below:
• WeTransfer: we.tl/t-q7j7mvIQtc
• Dropbox: ---------- /scl/fo/341duanhm792qegjksdi2/ANYm0fznvf0z8lGdAAoZ4g8?rlkey=drzclkv0yjxfcne87xinkrs7l&st=6ex1dkf8&dl=0

We are intentional about who we invite into this role and value quality, ownership, and professionalism at every step.

Please note:
• Completion of this task is required to move forward in the hiring process
• The task is not a test of speed, but of judgment, clarity, and alignment