Executive Assistant to the CEO / Operations Support Coordinator

DentistFind, a well-established Canadian marketing technology company with 15 years of experience supporting dental practices worldwide, is seeking a highly organized and proactive Executive Assistant to the CEO / Operations Support Coordinator. This full-time, remote position plays a pivotal role in the organization by acting as the CEO’s cognitive filter and execution engine. The successful candidate will transform complex information and unstructured meeting notes into clear decisions, structured plans, and reliable follow-through across departments such as Sales, Marketing, HR, Client Success, and Operations. This role demands a systems thinker who thrives on challenges and is passionate about building high-performance sales and operational frameworks in a fast-paced, technology-driven dental marketing environment.

Key Responsibilities
- Support the CEO by reviewing and refining documents, reports, and updates to ensure clarity, relevance, and accountability, providing constructive feedback on incomplete work.
- Prepare structured meeting agendas and concise pre-reads that emphasize key metrics and decisions for leadership and project meetings.
- Take detailed, organized meeting notes that capture decisions, owners, deadlines, and blockers; translate discussions into actionable items using project management tools.
- Develop, maintain, and improve operating systems such as trackers for CEO reviews, meetings, tasks, performance logs, and sales pipelines 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 revenue stages to ensure clear visibility of sales pipelines.
- Coordinate cross-functional follow-ups and deliverables across multiple departments to ensure escalated work is complete and decision-ready.
- Synthesize data and transcripts from multiple sources 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 and quality.
- 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 5 years’ experience in roles such as Executive Assistant to senior executives, Operations Coordinator, Project Manager, or Junior Chief of Staff within 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, capable of producing CEO-ready briefs and clear follow-up messages.
- Strong critical thinking and judgment to understand business objectives, challenge vague inputs, and identify missing information.
- Highly organized, proactive, and self-motivated with a track record of managing multiple projects and closing loops efficiently.
- Skilled in building and maintaining trackers, SOPs, checklists, and basic operating systems to enhance clarity and accountability.
- Proficient with Google Workspace and at least one project management tool (e.g., Trello, Asana, ClickUp, Notion, Airtable); comfortable using transcription and AI summarization tools.
- Commitment to analytical decision-making, speed, strategic focus, continuous improvement, integrity, and transparency.
- Ability to handle sensitive and confidential information with professionalism and discretion.

Preferred Qualifications and Benefits
- Experience in marketing agencies, SaaS/technology, healthcare, or dental-related industries.
- Prior support experience for founders or CEOs in fast-paced, growth-stage companies.
- Familiarity with recurring service models, retainers, or subscription businesses serving small to medium clients, especially in North America.
- Expertise in developing SOPs, playbooks, and operating rhythms that improve team execution.
- Comfort with dashboards, performance metrics, and simple reporting systems.
- Knowledge of CRM tools and pipeline tracking for leads and partners.
- Strong history of effective remote collaboration with international teams across diverse cultures.
- Additional certifications in project management or process improvement (e.g., PMP, Lean, Six Sigma) are a plus.
- Ability to synthesize long-form content into concise, actionable executive briefs.

DentistFind offers a dynamic, fully remote work environment with a global team spanning multiple countries. The company values clarity, ownership, innovation, and continuous improvement. Work hours are Monday to Friday, 7.5 hours daily, with shift options between 6 AM and 5 PM EST. A time-tracking tool with random screenshots is used to ensure productivity, so candidates must be comfortable with this arrangement.

As an equal opportunity employer, DentistFind is committed to diversity, equity, and inclusion. Candidates from all backgrounds are encouraged to apply and contribute to a collaborative culture focused on growth and client success.