Executive Virtual Assistant | HR & Operations | Australian Client | Hybrid
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, recruitment, rostering, and customer service.
Wednesday to Friday, you'll support our Business Manager and Operations Manager with:
- Recruitment and interview coordination
- Employee onboarding and 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
HR & Recruitment- Prepare and advertise job vacancies
- Screen applications and coordinate interviews
- Conduct reference checks
- Prepare employment contracts and onboarding documentation
- Coordinate inductions and probation reviews
- Maintain employee records and HR documentation
- Track compliance and mandatory training
- Prepare and publish staff rosters
- Manage leave requests and staff availability
- Coordinate roster changes
- Manage sick calls and arrange replacement staff
- Communicate roster updates
- Maintain accurate workforce records
- 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
- Answer patient enquiries professionally
- Book, reschedule, and cancel appointments
- Update patient records accurately
- Escalate urgent matters when required
- Deliver outstanding customer service
- At least 3 years of experience as an Executive Assistant, Virtual Assistant, HR Administrator, Recruitment Coordinator, 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.
- Amenable to a hybrid work arrangement:
- Wednesday to Friday: Onsite
- Saturday to Sunday: Work from home
- Monday to Tuesday: Days off
Experience supporting Australian businesses, healthcare, dental practices, or call centers will be highly regarded but is not essential. Full training will be provided.
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