Executive Assistant

• Assist with configuring, building out, and maintaining the backend of SimplePractice
• Coordinate transfer of client charts and clinical data from Practice Fusion and paper files to SimplePractice without loss of records
• Consolidate Updox fax, Converge payment processing, and third-party bookkeeping into SimplePractice's unified billing and portal ecosystem
• Support administrative workflows for the January 1st office move, including provider credentialing address updates, phone-system adjustments, and website synchronization
• Manage overlapping professional and personal calendars
• Coordinate continuing medical education (CME) travel schedules and streamline daily appointments
• Process psychiatric prior authorizations
• Coordinate prescription refill workflows via EHR
• Organize electronic and uploaded document backlogs
• Manage practice emails and secure messaging, filtering urgent clinical alerts from routine inquiries
• Serve as the primary point of contact for patients and families
• Handle sensitive interactions involving anxious clients, child custody desk requirements, and adolescent behavioral contexts
• Identify and escalate urgent patient risk signals or clinical emergencies to Dr. Wakil according to practice protocols

Medical Practice Virtual Assistant

• Maintain company records, statutory registers and corporate documentation for clients
• Assist with filings and statutory submissions to Companies House
• Maintain records of directors, shareholders, resolutions and other corporate documents
• Ensure company documentation is correctly filed, updated and accessible
• File dormant accounts
• Liaise with the Service Charge Accounts Team regarding micro accounts
• Provide administrative support to the Property Management team
• Liaise with Directors to obtain identification documents and personal codes
• Maintain accurate client records on BOSS, including landlord, client and leaseholder names and addresses
• Maintain records and documentation accurately and confidentially
• Support the wider team with administrative duties as required

Company Secretary

• Provide support across Marketing, Sales, Administrative Operations, and Customer Service
• Assist with social media management and content scheduling
• Support email marketing and marketing campaigns
• Conduct online research and competitor research
• Assist with lead generation and prospecting
• Research potential clients and maintain lead lists
• Update CRM records and assist with follow-ups
• Manage emails, data entry, documents, spreadsheets, and reports
• Maintain accurate records and databases
• Provide general administrative and operational support
• Respond to customer inquiries through email, chat, or other platforms
• Resolve basic customer concerns and escalate issues when needed
• Maintain accurate customer information and records

Virtual Assistant

• Serve as the primary point of contact among executives, employees, clients, and external partners
• Manage and prioritize information flow effectively and accurately
• Oversee calendars, scheduling, and meeting organization
• Coordinate travel and accommodation arrangements
• Prepare and maintain weekly, monthly, and quarterly reports
• Format and draft internal and external communications, including memos, emails, and presentations
• Record and maintain meeting minutes
• Screen phone calls and manage correspondence
• Purchase and facilitate delivery of equipment to new and existing team members
• Perform additional duties as assigned by management

• Manage and organise multiple personal and professional email inboxes
• Monitor incoming messages and prioritise important or time-sensitive requests
• Manage calendars, appointments, meetings, and quarterly team reviews
• Coordinate family events, dinners, reservations, and personal appointments
• Assist with personal administration, including bills and other agreed tasks
• Keep the client organised and ensure important tasks do not fall through the cracks
• Use judgement to determine what requires immediate attention and what can be handled independently
• Monitor patient enquiries received outside normal office hours
• Respond professionally to patient emails and enquiries
• Review transcribed messages from the practice’s AI answering service
• Assist patients with scheduling and appointment-related queries
• Identify urgent or potentially serious patient matters and escalate them appropriately
• Communicate with patients calmly, professionally, and empathetically
• Maintain professionalism and confidentiality when handling sensitive patient information
• Use Slack to communicate with the dentist when an urgent response is required
• Coordinate with practice team members
• Help organise internal meetings and schedules
• Act as a reliable point of contact when the client is unavailable during working hours
• Potentially provide marketing support, website management and updates, additional practice administration, patient communications and follow-ups, broader business administration, and additional executive and personal support

Executive Assistant – Dental Practice, Personal Support

• Manage calendars and coordinate appointments, meetings, and travel arrangements for executives
• Serve as the primary point of contact between executives and internal/external stakeholders
• Use AI tools to help prepare reports, presentations, and correspondence
• Handle confidential information with discretion and professionalism
• Organize and maintain files, records, and documentation using modern digital systems
• Coordinate special projects and support cross-functional teams as needed
• Respond to and prioritize incoming communications on behalf of executives
• Identify opportunities to streamline workflows using AI and automation tools

• Manage and organise executive calendars and schedule meetings
• Manage and respond to emails on behalf of company leadership
• Coordinate communications and follow-ups
• Provide general administrative support to multiple company owners
• Assist with invoice-related administration and tracking
• Support payroll approval processes and employee time tracking
• Monitor employee leave/time-off requests and reconcile these with client requirements
• Assist with maintaining employee and administrative records
• Prepare, format, proofread, and review documents
• Make and return phone calls where required
• Support the leadership team with ad-hoc administrative projects
• Assist with CRM and pipeline administration as the company develops its systems
• Identify tasks needing attention and proactively take action
• Improve organisation and administrative processes across the business

Executive Assistant – Healthcare Consulting

• Provide remote administrative support to busy executives and teams
• Manage calendars, schedule meetings and coordinate travel arrangements
• Handle email inboxes, draft correspondence and follow up on action items
• Conduct online research and compile reports or summaries as needed
• Assist with data entry, document preparation and general admin tasks
• Work with UK-based clients and leading UK employers