Admin & Executive Support Assistant

About the Role
We're looking for a highly organised, proactive Admin & Executive Support Assistant to keep Diem Dental running smoothly. You'll manage day-to-day admin, support patient bookings and follow-up, and help keep Dr Chau focused on clinical and business priorities — without needing to be chased.
What You'll Do
Manage calendar, meetings, and task tracking; follow up on outstanding items
Monitor and respond to patient leads (Facebook , SMS, phone); book and confirm appointments
Follow up unbooked leads and record outcomes; escalate clinical questions appropriately
Handle data entry, filing, spreadsheets, rosters, and payroll administration support
Manage ordering, supplier research, invoice verification, and cost checking
Support insurance follow-up and compliance updates
Prepare weekly and monthly reports,
Create and maintain SOPs — Looms, step-by-step guides, checklists, and manuals; edit videos with capcut
What We're Looking For
Highly organised with excellent time management
Reliable, proactive, and takes ownership of tasks
Strong attention to detail and excellent written/spoken English
Professional, caring, and empathetic communication style
Comfortable following up and managing multiple priorities to deadlines
Able to interpret data and work independently
Experience We'd Love to See
Administration or executive assistance experience
Dental administration or practice management (preferred, not essential)
Patient booking, CRM, or customer service experience
Comfortable with Google Workspace, Excel, and Google Sheets
Familiarity with POD, carestack, or PRODA is a bonus — full training provided
What Makes Someone a Great Fit
They don't wait to be chased. When given a task, they acknowledge it, understand the deadline, complete it, and report back — every time.
Tools You'll Use
Google Workspace, Google Drive, Google Sheets, Excel
Loom, Zoom, WhatsApp
POD and Diem Dental's rostering and payroll systems
How to Apply
Please send your CV along with a short note on your admin/EA experience and why you'd be a great fit for a dental practice support role. We'd also love a quick voice or video intro if you're comfortable sharing one.