Senior Executive & Administrative Operations Virtual Assistant – Dental Practice Management, Scheduling, KPI Analytics & Process Optimization Specialist – Remote (brighthush)

About brighthush – Where Smiles Meet Innovation

At brighthush, we’re on a mission to transform oral health care across the United States. By blending cutting‑edge technology, evidence‑based protocols, and a heartfelt commitment to patient well‑being, we deliver a seamless experience from routine cleanings to advanced cosmetic and restorative procedures. Our goal is simple yet powerful: to make every patient’s smile brighter, healthier, and more confident. As we expand into new markets, we’re looking for a highly organized, proactive, and tech‑savvy Virtual Assistant who can help us keep our operations running like a well‑tuned machine—no matter where we are in the world.

Why This Role Is a Game‑Changer

In the fast‑paced world of dental operations, the difference between a smooth day and a chaotic one often comes down to the efficiency of administrative workflows. This isn’t just another VA position; it’s a strategic partnership that will:

• Streamline daily operations and keep the practice running like a well‑tuned machine.
• Serve as the central hub for communication between the owner, staff, vendors, and patients.
• Drive productivity through meticulous scheduling, KPI tracking, and continuous process improvement.
• Reduce the owner’s workload, allowing them to focus on patient care and business growth.

Position Overview

Type: Part‑time with a clear pathway to full‑time

Schedule: Eastern Time (ET) – 8:00 AM start, with flexibility for earlier starts or extended midday breaks as needed.

Location: Remote – Philippines

Compensation: Competitive hourly rate of $6–$7, with the potential for a full‑time transition based on performance and business needs.

Key Responsibilities

1. Office Operations & Team Coordination

• Coordinate daily administrative and operational activities across the practice.
• Monitor workflows, assign tasks, and track deadlines to ensure timely completion.
• Follow up with team members—dentists, hygienists, front desk staff—to confirm responsibilities are met.
• Identify bottlenecks and propose practical solutions to improve efficiency.
• Serve as the liaison between internal teams, vendors, and external partners.
• Champion continuous improvement initiatives to refine office systems and overall productivity.

2. Executive & Administrative Support

• Manage the practice owner’s calendar, appointments, and meeting logistics.
• Prioritize and organize emails, phone calls, texts, and other communications.
• Take detailed meeting notes, capture action items, and track progress.
• Provide concise, real‑time updates to the owner on priorities and outstanding tasks.
• Create and maintain reports, spreadsheets, presentations, and other administrative documents.
• Organize digital files and maintain an orderly, searchable filing system.

3. Scheduling & Practice Productivity

• Coordinate appointment scheduling to keep the practice’s calendar full.
• Identify scheduling gaps and recommend strategies to maximize patient flow.
• Send reminders and manage follow‑up communications to reduce no‑shows.
• Analyze scheduling patterns to improve overall office productivity.

4. KPI Tracking & Reporting

• Track key performance indicators (KPIs) such as patient volume, revenue, and operational metrics.
• Maintain accurate CRM records, databases, and spreadsheets.
• Prepare and update reports to support data‑driven decision making.
• Monitor outstanding action items and provide timely progress updates.
• Support initiatives aimed at boosting production and reducing unnecessary expenses.

5. Communication & Process Improvement

• Manage newsletters, patient communications, and internal updates.
• Coordinate with team members to ensure smooth communication and execution.
• Anticipate potential challenges before they impact daily operations.
• Recommend workflow improvements and help implement agreed‑upon changes.
• Take initiative in resolving issues and keeping operational priorities on track.

Essential Qualifications

• Proven experience as an Executive Assistant, Administrative Assistant, Operations Assistant, or Virtual Assistant.
• Strong background in administrative coordination, calendar management, and scheduling.
• Ability to juggle multiple responsibilities and follow through independently.
• Exceptional organizational, multitasking, and time‑management skills.
• Excellent written and verbal English communication.
• Strong problem‑solving, critical thinking, and decision‑making abilities.
• Proactive, resourceful, and comfortable taking initiative.
• Detail‑oriented with a focus on accuracy in documentation, scheduling, and reporting.
• Tech‑savvy and quick to learn new systems and platforms.
• Reliable internet connection and a dependable remote work setup.
• Availability to work Eastern Time hours with flexibility for office demands.

Preferred Skills & Experience

• Experience in executive support and operational coordination.
• Familiarity with team accountability, task tracking, and workflow management.
• Proficiency in KPI monitoring, reporting, and data management.
• Hands‑on experience with CRM platforms, especially Salesforce.
• Comfortable using Slack, WhatsApp, Skype, and VoIP communication systems.
• Proficiency in Google Workspace and Microsoft Office.
• Experience with calendar and scheduling management platforms.

Basic Requirements

• Clear, professional English speaking and writing skills.
• Relevant work experience in a similar role.
• Ability to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Availability to attend video meetings with camera on when required.

Technical Requirements

• Reliable laptop or desktop computer.
• Stable high‑speed internet connection (minimum 25 Mbps).
• Noise‑canceling headset.
• Working webcam for virtual meetings.
• Quiet, professional workspace.

Career Growth & Learning Opportunities

At brighthush, we believe in investing in our team’s professional development. As a Virtual Assistant, you’ll gain exposure to:

• Advanced dental practice management systems.
• Data analytics and KPI reporting techniques.
• Project management and process improvement methodologies.
• Leadership and communication skills that translate across industries.
• Potential progression to a full‑time role or a senior operations position.

Work Environment & Company Culture

brighthush fosters a culture of collaboration, innovation, and patient‑first thinking. Even though you’ll be working remotely, you’ll be an integral part of a supportive, high‑performing team that values:

• Open communication and transparency.
• Continuous learning and skill enhancement.
• Work‑life balance and flexible scheduling.
• Recognition of achievements and contributions.

Compensation, Perks, and Benefits

While the core compensation is a competitive hourly rate of $6–$7, we also offer:

• Potential for full‑time transition with a higher hourly rate and benefits.
• Access to a dedicated HR & Contractor Support Team for guidance and contract matters.
• Optional premium VPN access for secure, private work.
• HIPAA & Cybersecurity training and certification to confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training covering communication, client management, and productivity systems.
• Client‑approved U.S. holidays and paid or unpaid time off, depending on the client’s policy.
• Access to templates, workflow guides, productivity tools, and SOP support.
• Optional performance‑based incentives such as bonuses or increased hours.

How to Apply

Ready to bring your organizational expertise and proactive mindset to brighthush? Click the link below to submit your application and join a team that values excellence, innovation, and patient care.