Remote Executive Assistant

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Job Title:

Remote Executive Assistant (  100% Work From Home)

Location:

Remote from Latin America

Position Type:  Full-time

Salary : $2,200 – $2,800 USD/month (commensurate with experience and location) + potential performance-based bonus

Schedule:

Monday – Friday, aligned with US Pacific Time business hours, with occasional scheduled support around course modules

Job Overview

Our Client encompasses a doctor-owned network of clinical dental practices and professional continuing education programs based in California. Operating across comprehensive restorative and implant dentistry, as well as hands-on dental implant training programs, our client supports programs like the San Jose AAID Maxi Course, which combines didactic lectures, surgical simulation, treatment planning, and live-patient clinical care. Led by a recognized implant surgeon, educator, and trustee of national dental associations, our client operates with high standards of clinical excellence, educational administration, and professional brand management.

The Role

Our Client is seeking a high-level Executive Assistant and Continuing Education Operations Coordinator to support executive leadership and manage education program operations. Acting as a central liaison between clinicians, faculty speakers, course sponsors, participants, and local event coordinators, this professional will manage executive scheduling, streamline inbox communications, oversee participant enrollment inside the CRM, manage continuing education (CE) compliance records, and coordinate digital marketing assets.

Key Responsibilities

Executive Support & Administrative Management

Manages executive calendar, meeting requests, travel itineraries, speaking engagements, and professional commitments across clinical and educational divisions.

Monitors and organizes email inboxes, triaging time-sensitive correspondence, drafting responses, and delivering a concise weekly briefing covering upcoming deadlines and priorities.

Organizes meeting materials, presentations, contact directories, and action items, anticipating scheduling conflicts before they affect commitments.

Handles confidential business, clinical, participant, and personal information with high discretion.

Continuing Education (CE) Operations & Event Coordination

Maintains the master operational calendar for all educational programs, Maxi Course modules, and speaking engagements.

Coordinates faculty members, guest speakers, sponsors, vendors, and course attendees, preparing timelines, faculty packets, and detailed run-of-show documents.

Collects participant documentation (dental licenses, malpractice insurance, headshots, registration forms) and prepares complete handoffs for the local on-site event coordinator prior to each module.

Tracks attendance, completed CE hours, course evaluations, disclosure forms, and certificates, ensuring audit-ready compliance files per AGD PACE standards.

CRM Management, Enrollment & Professional Brand Support

Responds to course inquiries, explaining program schedules, prerequisites, and enrollment procedures while recording all status updates in the CRM.

Maintains participant and contact databases, tracking registration milestones, payment records, and follow-up pipelines without hard-sales tactics.

Coordinates marketing announcements, newsletters, email campaigns, and social media content, aligning schedules with course calendars.

Maintains executive biographies, CVs, credentials, speaking history, and media assets across public-facing channels.

Workflow Automation & Systems Improvement

Converts recurring operational duties into documented standard operating procedures (SOPs), templates, checklists, and tracking dashboards.

Utilizes approved AI tools and automation platforms (e.g., Zapier/Make) to optimize non-confidential drafting, summaries, and administrative workflows.

Qualifications, Skills, and Key Competencies

Required Qualifications

Executive & Operations Support

Experience:

3+ years of professional experience as an Executive Assistant, Operations Coordinator, Program Manager, or Event Administrator supporting…