Executive Assistant (Job ID: DAVMEL1EA)

ROLE DETAILS JOB TITLE Executive Assistant JOB ID DAVMEL1EA INDUSTRY Dental / Healthcare Practice Group LOCATION LATAM or South Africa JOB STATUS Full Time WORK SCHEDULE Monday to Friday, ?? Eastern Time SALARY $2500 to $3000 per month ( Willing to go up to $4000 for a superstar) TARGET START DATE Role overview About the client The company is a multi-location dental practice group operating three offices with a team of approximately seventy staff, including nine doctors and a team of managers. The practice has scaled rapidly, growing from roughly fifty to seventy employees within about a year and a half, and continues to handle a high volume of patient care and administrative operations across its locations. About the role You will serve as the Executive Assistant to the founder of a multi-location dental practice group, taking ownership of day-to-day administrative and organizational work currently absorbed by leadership. You will manage email triage, scheduling, follow-ups, and the organization of recurring administrative items such as vendor and insurance policy documentation, converting unstructured information into clear, accessible systems. Key responsibilities Calendar & Scheduling: Manage the executive's calendar across platforms, schedule meetings, and send reminders to keep commitments on track. Inbox Management: Triage incoming email, draft responses, flag priority items, and ensure timely follow-up on outstanding threads. Vendor & Policy Administration: Organize and maintain records such as insurance policies and vendor agreements, tracking renewal dates, costs, and payment requirements in a structured format. Task Follow-Up: Track action items delegated by the executive, follow up with staff or external parties, and report status proactively. AI-Enabled Workflow Support: Use Claude and related tools to build dashboards, automate repetitive processes, and organize information for easier executive decision-making. Executive Reporting: Provide structured start-of-day and end-of-day updates summarizing priorities, progress, and blockers. Cross-Team Coordination: Liaise with managers and administrative staff to gather information and support delegated projects as the role expands. Qualifications & skills Prior experience working as an Executive Assistant or Chief of Staff supporting a senior executive or founder is required. Fluent written and verbal English communication skills, with the ability to interact professionally and clearly with the executive and staff. Experience using or training on AI tools such as Claude for email management, workflow automation, and dashboard creation, or strong aptitude and willingness to be trained on these tools.. Operations experience is a plus, as the role may expand to include light operations support over time. Demonstrated ability to work independently, exercise sound judgment and proactively surface priorities without close supervision. Strong organizational skills with experience managing detailed records such as policy or vendor documentation. Tech stack Claude (AI workflow and automation tool) Google Calendar / Apple Calendar Email platforms (Gmail) Cadence AI (daily check-in and reporting tool) Spreadsheet/dashboard tools Video conferencing (Google Meet) Payment platforms (Wise, PayPal) Originally posted on Himalayas