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 seeking a dedicated Executive Assistant to the CEO / Operations Support Coordinator. This full-time, remote position plays a pivotal role in converting unstructured information and meeting outcomes into clear decisions, actionable plans, and consistent follow-through across multiple departments including Sales, Marketing, HR, Client Success, and Operations. The ideal candidate will excel in a fast-paced, technology-driven environment, demonstrate strong systems thinking, and be motivated to help build efficient sales and operational frameworks within a growing dental marketing company.

Key Responsibilities
- Support the CEO by reviewing and refining documents and reports to ensure clarity, completeness, and alignment with business goals, providing constructive feedback on subpar inputs.
- Prepare structured meeting agendas and concise pre-reads that highlight key metrics and decisions for leadership and project meetings.
- Take detailed, organized meeting notes capturing decisions, owners, deadlines, and blockers; translate discussions into actionable items and update project trackers accordingly.
- Develop, maintain, and improve operating systems such as CEO review trackers, task/project trackers, performance logs, and sales/partner tracking sheets to enhance visibility and accountability.
- Create and standardize SOPs, checklists, templates, and process documentation for recurring workflows including onboarding, performance reviews, campaign launches, and reporting.
- Assist in designing and maintaining performance systems that log experiments, track results, and document best practices across clients.
- Support sales system management by tracking leads, partner activities, and pipeline stages to provide clear revenue insights.
- 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 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 ad hoc tasks and special projects as assigned.

Required Qualifications
- Bachelor’s degree in Business Administration, Operations Management, Communications, Marketing, or a related field.
- Minimum of five years’ experience as an Executive Assistant to senior executives, Operations Coordinator, Project Manager, or Junior Chief of Staff in service, technology, 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 actionable follow-ups.
- Strong critical thinking and judgment to understand business goals, challenge unclear inputs, and identify missing information.
- Highly organized, proactive, and adept at managing multiple workflows, tracking owners and deadlines, and closing loops.
- Experience building and maintaining trackers, SOPs, checklists, and basic operating systems to improve clarity and accountability.
- Proficiency 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, continuous improvement, integrity, and transparency.
- Ability to handle sensitive and confidential 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 settings.
- Familiarity with recurring service models, retainers, or subscription businesses serving SMB clients, especially in North America.
- Background in developing SOPs, playbooks, and operating rhythms that enhance team execution.
- Comfort with dashboards, reporting systems, and CRM/pipeline tracking tools.
- History of effective collaboration with international remote teams and cultural adaptability.
- Additional certifications in project management or process improvement (e.g., PMP, Lean, Six Sigma).
- Ability to distill long-form content into concise, action-oriented executive briefs.

DentistFind offers a dynamic, remote-first work environment with a global team spanning nine countries. The company values analytical decision-making, speed, strategic focus, continuous improvement, integrity, and embracing challenges. Work hours are Monday to Friday, 7.5 hours daily between 6 AM and 5 PM EST, with shift options available. Time-tracking tools are used to ensure productivity, and candidates should be comfortable with this setup.

As an equal opportunity employer committed to diversity, equity, and inclusion, DentistFind encourages candidates from all backgrounds to apply through the official job board for prompt consideration. Join DentistFind to contribute to the growth and success of dental practices worldwide while advancing your career in a supportive and innovative environment.