Executive Assistant, TOOTHSAVERS. Narellan, Sydney NSW. PA, EA & Secretarial (Administration & Office Support). Full time. $90000–$120000 per year.

About Us: Toothsavers is a leading dental practice that prides itself on delivering high-quality dental care in a state-of-the-art facility. Our team is committed to creating a patient-first environment while maintaining the highest standards of service. We are currently seeking a highly organized and proactive executive assistant to support the dental practice owner in day-to-day operations, strategic planning, and overall practice management.

Role Overview: As the Executive Assistant, you will work closely with the Dental Practice Owner, providing administrative and operational support. You will handle a wide variety of tasks, from managing schedules and communications to assisting with practice administration and team coordination. This role requires a highly organized individual who can manage competing priorities with professionalism and confidentiality.

Key Responsibilities: Administrative Support: Manage the dental practice owner’s calendar, appointments, and travel arrangements. Ensure that their day-to-day activities run smoothly and efficiently. Communication Management: Serve as the primary point of contact for internal and external communications, including phone calls, emails, and meeting requests. Draft and manage correspondence on behalf of the owner. Meeting Coordination: Schedule, prepare agendas, and take minutes for meetings. Follow up on action items to ensure timely completion.

Project Management: Assist in special projects, including marketing initiatives, clinic upgrades, or event planning. Track progress and provide regular updates. Patient and Staff Liaison: Serve as a point of contact for patient escalations, staff issues, and other inquiries. Coordinate with the practice team to resolve concerns in a timely manner. Document preparation: prepare and edit reports, presentations, and other materials as required. Maintain confidential records and files. Financial support: assist with basic financial tasks such as invoicing, tracking expenses, and preparing financial reports for the owner’s review. Practice Operations: Support the owner with tasks related to practice management, such as HR administration, supplier coordination, and equipment procurement. Marketing & Social Media: Collaborate with the marketing team or external agencies to manage the owner’s involvement in promotions, community outreach, and online reputation management. Compliance and Policies: Ensure adherence to the practice’s policies, procedures, and regulatory requirements by coordinating relevant documentation and processes.

Skills & Qualifications: Experience: Minimum of 3-5 years of experience as an executive assistant, personal assistant, or similar role, preferably in a healthcare or dental environment.

Education: A diploma or degree in business administration, healthcare management, or a related field is preferred.

Proficient in: Microsoft Office Suite (Word, Excel, PowerPoint), project management software, and CRM tools (HubSpot knowledge is a plus).

Communication: Strong written and verbal communication skills, with the ability to draft clear and professional correspondence.

Organizational Skills: Ability to prioritize tasks, manage multiple projects, and stay on top of deadlines with minimal supervision.

Interpersonal Skills: High level of professionalism, discretion, and ability to work collaboratively with team members and external partners.

Problem-Solving: Demonstrated ability to proactively solve problems and provide creative solutions.

Attention to Detail: Strong eye for detail in preparing reports, managing schedules, and ensuring compliance with protocols.

Why Join Us? Competitive salary with potential for performance bonuses. Opportunity to work closely with a highly successful dental practice owner. A positive, supportive work environment focused on growth and development. Involvement in key decision-making processes and business strategy.

If you’re an organized, proactive individual who thrives in a dynamic environment, we would love to hear from you. Apply today to be part of our growing team!

NOTE: Never make payment to any employer, person, company, contractor or agency to get hired for a Job.

Submit your resume and cover letter wi face photo to: admin@toothsavers.com.au