Executive Assistant (Dental Practice) (Job ID: ERIBEN1)

Insideoutva; Northern (KY); Hybrid; USD 14,000 - 17,000; Full time

Job summary

Insideoutva in a remote-capable role seeks an Executive Assistant to support a growing dental practice's executive team with organization and proactive coordination.

Responsibilities include calendar and email management, back-office support, and payroll tasks, all while maintaining confidentiality and operating during US Pacific hours. English fluency is required for all communications.

Qualifications

• 3+ years in Executive Assistant or similar role (healthcare/dental a plus).
• Fluent English communication (written and verbal).
• Strong calendar and inbox management with high accuracy.
• Proficient with Google Workspace, CRMs, and payroll software preferred.
• Independent worker with proactive initiative and data confidentiality.

Responsibilities

• Manage CEO and spouse calendars with 100% accuracy.
• Organize, triage, and respond to emails on behalf of executives.
• Support back-office tasks, reports, and templates.
• Assist payroll processes and bi-weekly reporting.
• Maintain data security and ensure reliable operations during US Pacific hours.

Skills

3+ years EA/AdministrativeVA

Fluent English

Calendar & inbox management

Independent, proactive

Detail-oriented

Professionalism & confidentiality

Tools

Google Workspace

CRMs

Payroll software

Job description

Exciting Remote Opportunity! We're Hiring an Executive Assistant!

Are you a highly organized, proactive professional who anticipates needs before they arise? We are looking for an exceptional Executive Assistant to support the executives of a growing, patient-focused dental practice!

C1 ENGLISH LEVEL IS REQUIRED. The selected candidate will be speaking strictly in English during their whole shift.

Job Details

• Job Title: Executive Assistant (Dental Practice)

• Job ID: ERIBEN1

• Industry: Dental

• Location: LATAM / South Africa

• Job Status: Full Time

• Work Schedule: 8:00 AM to 5:00 PM PST

• Salary: $10 to $12 per hour (Paid bi-weekly)

• Target Start Date: ASAP

About the Client

We are a growing, patient-focused dental practice based in the United States, committed to delivering high-quality care and an exceptional experience for every patient we serve. Our team values humility, professionalism, integrity, and efficiency, and we rely on strong operational systems to keep our practice running smoothly.

About the Role

As the practice continues to expand, we are seeking a highly capable Executive Assistant who can help streamline administrative functions, strengthen communication workflows, and support the executive in managing day-to-day responsibilities. This position requires impeccable organization, excellent English communication, strong follow-through, and the ability to anticipate needs before they arise.

Key Responsibilities

Calendar & Schedule Management

• Manage a complex professional calendar with 100% accuracy.
• Schedule, confirm, and adjust meetings proactively.
• Ensure all appointments are correct, conflict-free, and clearly communicated.
• Send reminders and coordinate time-sensitive scheduling requests.
• Able to execute these responsibilities for the CEO and his wife, managing both professional and personal calendars.

Email & Communication Management

• Organize, triage, and respond to emails on behalf of the executives.
• Maintain inbox cleanliness; flag priorities and draft professional responses.
• Ensure timely follow-up on all outstanding items.

Administrative & Back-Office Support

• Maintain digital organization systems, documents, and records.
• Support customer success and internal operational tasks as needed.
• Prepare reports, summaries, and templates.

Payroll Assistance

• Assist with payroll processes accurately and on time.
• Update records, cross-check data, and ensure compliance with internal guidelines.
• Coordinate with relevant parties to verify hours and payments.
• Payroll is run bi-weekly on Mondays. You will be responsible for reporting directly to the CEO if team members exceed 5 hours of overtime during that pay period.

Operational Reliability

• Maintain consistent availability during U.S. Pacific business hours.
• Preserve data security and confidentiality at all times.
• Use backup systems (internet, power, hardware) to ensure uninterrupted workflow.

Qualifications & Skills

• Experience: 3+ years of experience as an Executive Assistant, Administrative VA, or in a similar role (healthcare or dental field experience is a plus).
• Language: Fluent English communication (written and verbal).
• Organization: Strong organizational skills with a proven ability to manage complex calendars and inboxes without errors.
• Tech Proficiency: Highly comfortable with Google Workspace, calendars, spreadsheets, CRMs, and payroll software (preferred).
• Work Style: Ability to work independently, troubleshoot issues, and take proactive initiative.
• Detail-Oriented: High attention to detail—accuracy is absolutely critical.
• Character: Demonstrates professionalism, reliability, and trustworthiness when handling sensitive information.