Sales Operations

Company Description

CareStack is an all-in-one, cloud-based software solution designed for dental practices, covering scheduling, clinical management, billing, patient engagement, and analytics. Our platform empowers dental organizations to streamline operations, enhance patient care, and scale effectively. Since launching in the AUS market, CareStack has been rapidly expanding, driven by a mission to innovate dental practice management. Join our dedicated team as we work to revolutionize the industry with a focus on excellence and customer success.

Role Purpose

The Executive Assistant will provide high-quality executive and administrative support to the Managing Director, AUS division, at CareStack. This role involves managing calendars and emails, creating presentations, data entry, planning events, and supporting team activities.

• Executive and Administrative Support : Deliver exceptional executive assistance and administrative support to the Director of Sales.
• Diary and Email Management : Coordinate the Managing Director’s schedule, managing meetings, appointments, and information flow.
• Communication Coordination : Disseminate information to internal teams as necessary.
• Travel Planning : Organize and manage domestic and complex international travel arrangements.
• Document Preparation : Develop and format PowerPoint presentations for internal and external meetings.
• Meeting Coordination : Organize board and team meetings, preparing necessary documents and agendas.
• Proofreading : Review and proof documents for accuracy and consistency.
• Expense and Payment Management : Process AMEX expenses, staff reimbursements, and manage approvals.
• Team Liaison : Work collaboratively with other Executive Assistants to ensure seamless communication across the executive team.
• Event Planning : Coordinate and manage internal team events.
• Compliance Documentation : Send order forms to customers and documentations.
• Invoice Management : Handle monthly invoicing processes, including creating and sending invoices and processing payments.
• Weekly Sales / Finance Reporting and Management.
• Referral Partner Account Point of Contact and Support : Prime Practice.
• Booking in Demos.
• Set Up Co-Branded Events.
• Align Marketing Initiatives with AUS Marketing Associate.
• CRM Management.
• Facilitate the Transition and Reporting of Sales to Implementation.
• Ensure the Director of Implementations is up to date (this accounts for reporting experience).
• Strong Events Management Experience.
• Record Management of Order Forms.