Executive Assistant to the CEO / Operations Support Coordinator

DentistFind, a well-established Canadian marketing technology company with 15 years of experience supporting dental practices globally, is looking for an Executive Assistant to the CEO / Operations Support Coordinator. This full-time, remote position plays a pivotal role in the organization by transforming complex information and scattered meeting notes into clear decisions, structured plans, and consistent follow-through. The role supports multiple departments including Sales, Marketing, HR, Client Success, and Operations. The ideal candidate thrives in a fast-paced, technology-driven environment, excels at systems thinking, and is motivated to help build performance and sales frameworks for a growing dental marketing company.

Key Responsibilities

- Support the CEO by reviewing and refining documents, reports, and updates to ensure clarity, completeness, and actionable next steps, while providing constructive feedback on subpar inputs.
- Prepare structured meeting agendas and concise pre-reads that emphasize key metrics, issues, and decisions for leadership and project meetings.
- Take detailed, organized notes during meetings, capturing decisions, owners, deadlines, and blockers; translate discussions into actionable items and update project trackers accordingly.
- Build, maintain, and enhance operating systems such as CEO Review Trackers, task/project trackers, performance logs, and sales/partner tracking sheets to improve visibility and accountability.
- Create and standardize SOPs, checklists, templates, and process documents for recurring workflows including onboarding, performance reviews, campaign launches, and reporting.
- Assist in designing and maintaining performance systems that log experiments, track results, document debriefs, and standardize successful client approaches.
- Help structure and maintain a transparent sales system and partner pipeline by tracking leads, activities, stages, and outcomes.
- Coordinate cross-functional follow-ups and deliverables across departments to ensure escalated work is complete and decision-ready.
- Synthesize data and multi-source information into concise executive summaries and decision briefs for rapid CEO action.
- Utilize AI tools such as ChatGPT to summarize documents, draft SOPs, and enhance communication clarity.
- Perform additional tasks and special projects as assigned.

Required Qualifications

- Bachelor’s degree in Business Administration, Operations Management, Communications, Marketing, or a related field.
- Minimum of 5 years’ experience as an Executive Assistant to senior executives, Operations Coordinator, Project Manager, or Junior Chief of Staff in service, tech, or marketing sectors.
- Proven ability to work effectively in remote, distributed teams across multiple time zones and cultures.
- Exceptional written and verbal communication skills in English, with experience producing CEO-ready briefs and clear follow-ups.
- Strong critical thinking and judgment to understand business objectives, challenge unclear inputs, and identify missing information.
- Highly organized, self-motivated, and proactive with a track record of managing multiple workstreams and ensuring completion.
- Skilled in building and maintaining trackers, SOPs, checklists, and operating systems to improve clarity and accountability.
- Proficient with Google Workspace and at least one project management tool (e.g., Trello, Asana, ClickUp, Notion, Airtable); comfortable using meeting transcription and AI summarization tools.
- Commitment to analytical decision-making, speed, strategic focus, continuous improvement, integrity, and transparency.
- Ability to handle sensitive information with discretion and professionalism.

Preferred Qualifications and Benefits

- Experience in marketing agencies, SaaS/technology, healthcare, or dental-related industries.
- Prior support experience for fast-moving founders or CEOs in growth-stage or entrepreneurial environments.
- Familiarity with recurring service models, retainers, or subscription businesses serving small to medium clients, especially in North America.
- Experience developing SOPs, playbooks, and operating rhythms that enhance team execution.
- Comfort working with dashboards, reports, and performance metrics; experience designing or maintaining reporting systems.
- Knowledge of CRM tools and pipeline tracking for leads and partners.
- Strong background in remote, cross-cultural collaboration with international teams.
- Additional certifications in project management or process improvement (e.g., PMP, Lean, Six Sigma).
- Proven ability to synthesize long-form content into concise, action-oriented executive briefs.

DentistFind offers a dynamic, fully remote work environment with a global team spanning nine countries. The company values clarity, ownership, innovation, and continuous improvement. Work hours are Monday to Friday, 7.5 hours daily within 6 AM to 5 PM EST, with flexible shift options available. The organization embraces diversity, equity, and inclusion and encourages candidates from all backgrounds to apply. Join DentistFind to contribute meaningfully to the growth of dental practices worldwide while advancing your professional development in a supportive, innovative setting.