CG Executive Assistant and Patient Enquiry Coordinator (007-599)

• Answer inbound enquiry calls for the dental practice and education business.
• Respond to website enquiries, online forms, and live chat enquiries.
• Contact new enquiries promptly and efficiently.
• Qualify prospective patients and course delegates.
• Gather information regarding treatment interests, timelines, and decision-making factors.
• Schedule consultations and appointments.
• Process deposits where applicable.
• Update enquiry stages and records within the CRM.

• Conduct appointment confirmation calls.
• Follow up on missed appointments and rebooking opportunities.
• Complete multiple follow-up attempts before closing enquiries.
• Ensure all interactions are accurately recorded.

• Maintain complete and accurate CRM records.
• Log all calls, notes, outcomes, and next actions.
• Update lead stages and contact information.
• Maintain high standards of data accuracy and reporting.

• Handle enquiries from dentists interested in education programs.
• Coordinate strategy calls and enrolment processes.
• Follow up on registrations, deposits, and documentation.

• Manage calendars, appointments, and scheduling.
• Coordinate meetings across both businesses.
• Draft and manage correspondence.
• Prepare meeting agendas and action summaries.
• Manage inboxes and prioritise communications.

• Coordinate with marketing agencies, suppliers, accountants, bookkeepers, and external partners.
• Track outstanding commitments and project deliverables.
• Follow up proactively to ensure deadlines are met.
• Coordinate travel, accommodation, and event logistics when required.

• Process enrolments and attendee records.
• Maintain event and course checklists.
• Coordinate venues, catering, equipment, certificates, and delegate materials.

• Assist with supplier bill coding and approval workflows.
• Support expense tracking and receipt management.
• Maintain compliance calendars and renewal schedules.
• Assist with reporting and administration processes.

• Maintain CRM data quality.
• Compile monthly reporting packs.
• Turn meeting notes, transcripts, and voice notes into professional documents.
• Support process documentation and administrative improvements.

• 3+ years of experience combining customer-facing phone support and administrative/executive support responsibilities.
• Previous experience supporting Australian clients.
• Experience within dental, medical, healthcare, aesthetics, allied health, or professional services environments is highly preferred.
• Exceptional verbal English communication skills with a clear and professional speaking voice.
• Strong written English with the ability to draft professional emails and business correspondence.
• Demonstrated CRM discipline and accurate record-keeping.
• Strong organisational skills and follow-through.
• Ability to manage multiple priorities and switch between customer-facing and administrative tasks.
• Confidence following up stakeholders and ensuring commitments are completed.
• Strong attention to detail.
• Ability to work independently in a remote environment.
• Comfortable following established processes, scripts, and compliance requirements.
• High level of professionalism, discretion, and confidentiality.

• Quiet, dedicated home office environment.
• Professional headset suitable for frequent phone work.
• Reliable computer setup.
• Stable primary internet connection.
• Backup internet connection (mobile hotspot or secondary connection).
• Backup power solution (UPS or equivalent).

• HubSpot CRM experience.
• Experience working within an Australian dental practice.
• Familiarity with Australian customer service environments.
• Xero experience.
• Executive Assistant experience supporting business owners or senior executives.
• Experience using AI tools such as Claude or ChatGPT in a professional setting.

Experience with some or all of the following is highly desirable:

• HubSpot
• Google Workspace (Gmail, Calendar, Drive, Docs, Sheets)
• Trello
• Dialpad
• CallRail
• WooCommerce
• Calendly
• Eventbrite
• Xero
• Lightyear
• Zoom
• Canva
• AI tools (Claude, ChatGPT, etc.)

Within the first 90 days, the successful candidate will:

• Consistently respond to new enquiries promptly during business hours.
• Maintain high call-answering rates during enquiry windows.
• Ensure all enquiries are accurately logged and managed in the CRM.
• Successfully support consultation attendance and follow-up processes.
• Maintain an organised executive workflow and task management system.
• Keep inboxes, calendars, meetings, and follow-ups running smoothly.
• Proactively identify and resolve outstanding actions and commitments.

The successful candidate will be:

• Warm, professional, and personable on the phone.
• Highly organised and process-driven.
• Proactive and accountable.
• Detail-oriented.
• Confident in following up and driving tasks to completion.
• Adaptable and capable of switching between different communication styles.
• Dependable and trustworthy.
• Comfortable working directly with a business owner.

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)