Executive Virtual Assistant | Operations | Australian Client | Hybrid

ARNOCAS SOLUTIONS PHILIPPINES INCORPORATED; Quezon City; Hybrid; PHP 502,000 - 725,000; Full time

Benefits offered by this job

Hybrid work arrangement

Back Office role with work-lifebalance

Close to MRT access near location

SSS, Pag-IBIG, PhilHealth benefits

13th-month pay

HMO coverage from Day 1 with one free

Dental benefits

Job summary

ARNOCAS SOLUTIONS PHILIPINES INCORPORATED is seeking an Executive Virtual Assistant to support a growing Australian dental practice, collaborating with the Business Manager and Operations Manager. You will handle HR administration, rostering, executive support and training coordination, and contribute to operational projects.

Weekdays are Wed–Fri onsite with weekend support Sat–Sun from home; this hybrid schedule is designed to balance patient service with back-office efficiency.

Qualifications

• 3+ years in executive assistant, virtual assistant, HR administrator or operations administrator roles.
• Excellent written and verbal English communication.
• Strong organizational, time management and multitasking abilities.
• Experience in a dental or dental group is preferred.

Responsibilities

• Support the Business Manager and Operations Manager with HR administration, rostering, executive admin, training coordination, and projects.
• Manage staff scheduling, track availability and leave, and arrange shift coverage as needed.
• Prepare reports, calendars, meetings, and shared inboxes; maintain spreadsheets and trackers.
• Assist with weekend patient call centre, answer inquiries, and help with appointments and enquiries.
• Contribute to business improvement projects and organisational processes.

Skills

Executive support

HR administration

Rostering

Customer service

Calendar management

Attention to detail

Discretion & confidentiality

English communication

Job description

Support a growing Australian healthcare business from while building a long-term career.

Our client is a leading dental practice in Australia, renowned for delivering high quality dental care and exceptional patient experiences. They’re looking for an experienced Executive Virtual Assistant to join their management support team and work closely with their Business Manager and Operations Manager.

About the Role

This is a varied role that combines executive support, HR administration, rostering, and customer service.

Wednesday to Friday, you'll support our Business Manager and Operations Manager with:

• HR administration
• Rostering and workforce coordination
• Executive administration
• Training coordination
• Business projects and operational support

Saturday and Sunday, you'll:

• Manage staff sick calls and roster changes
• Arrange shift coverage when required
• Provide weekend support for our patient call center
• Assist patients with appointments and enquiries
• Deliver exceptional customer service

During quieter periods, you'll assist with business improvement projects and administrative support across the organization.

Key Responsibilities

Human Resources

• Recruitment
• Maintaining employee records and HR documentation

Staff Scheduling & Coordination (Rostering)

• Prepare and update staff work schedules
• Track staff availability and leave requests
• Make schedule changes when required
• Help arrange shift coverage when someone is unavailable
• Communicate schedule updates to staff
• Maintain accurate scheduling records

Executive & Operations Support

• Prepare reports and business documents
• Manage calendars, meetings, and shared inboxes
• Maintain spreadsheets and operational trackers
• Draft internal communications
• Support policies, procedures, and compliance
• Assist with operational projects and process improvements

Weekend Patient Call Centre

• Answer patient enquiries professionally
• Book, reschedule, and cancel appointments
• Update patient records accurately

Key Qualifications

• At least 3 years of experience as an Executive Assistant, Virtual Assistant, HR Administrator, Operations Administrator, or in a similar administrative support role.
• Excellent written and verbal English communication skills.
• Strong organizational, time management, and multitasking abilities.
• Exceptional attention to detail and accuracy.
• High level of professionalism, integrity, discretion, and confidentiality.
• Willing to work the client's schedule of Wednesday to Sunday, with Monday and Tuesday as rest days.
• Has experience in working in a dental or dental group.
• Can start as soon as possible
• Amenable to a hybrid work arrangement:
  • Wednesday to Friday: Onsite
  • Saturday to Sunday: Work from home
  • Monday to Tuesday: Days off

What we Offer:

• Hybrid work arrangement – 3 days onsite and 2 days working from home
• Back Office role with work-life balance
• Accessible location near GMA/Kamuning MRT
• Government-mandated benefits: SSS, Pag-IBIG, PhilHealth
• 13th-month pay
• HMO coverage from Day 1 with one free dependent