Company Overview
DentistFind is a leading marketing technology company based in Canada, with 15 years of expertise in empowering dental practices across the globe. Our mission is to facilitate seamless and sustainable growth for dental practices through our innovative PracticeFuel platform, which leverages data-driven digital marketing strategies and cutting-edge technology solutions. By focusing on increasing patient acquisition and retention, DentistFind provides a stable and prestigious work environment that offers opportunities for growth and international exposure.Our comprehensive approach combines advanced technology with personalized consultation, equipping dental professionals with the tools and guidance necessary to achieve their goals. The intuitive platform delivers real-time notifications, actionable reports, and performance reviews, while our expert consultants offer tailored training and support. This focus on ease of use and collaboration allows dental practices to concentrate on delivering exceptional patient care, ensuring steady growth and success in the ever-evolving dental industry.
Why Join DentistFind?
At DentistFind, we believe in clarity over complexity, extreme ownership, and building systems that scale. As a rapidly growing dental marketing and technology partner, we empower dental practices with data-driven strategies, cutting-edge tools, and a relentless focus on measurable outcomes. Join us to be a part of a team that values innovation, efficiency, and client success.
Job Overview
DentistFind is seeking a high-caliber
Executive Assistant to the CEO / Operations Support Coordinator to act as the CEO’s cognitive filter and execution engine. This role sits at the center of the business, turning messy conversations, scattered information, and raw meeting notes into clear decisions, structured plans, and reliable follow-through across Sales, Marketing, HR, Client Success, and Operations. You will reduce CEO drag, improve meeting quality, coordinate cross-functional work, and maintain the operating systems that keep the company moving quickly and intelligently. This is a fast-paced, remote role for someone who thinks in systems, thrives on challenge, and wants to help build performance and sales machines for a growing, technology-driven dental marketing company.
Key Responsibilities
- CEO Support & Information Filtering: Review and refine documents, reports, and updates before they reach the CEO to ensure they answer the original business question, include supporting data, and have clear owners and deadlines; send back low-quality or incomplete work with specific, respectful feedback.
- Meeting Preparation & Pre-Reads: Prepare structured agendas and collect updates prior to leadership and project meetings; create concise pre-reads that highlight key metrics, issues, and decisions required from the CEO and stakeholders.
- Meeting Notes & Action Tracking: Take clear, structured notes during meetings, capturing decisions, owners, deadlines, and blockers; convert discussions into action items in project tools, follow-up messages, and updated trackers.
- Operating Systems & Trackers: Build, maintain, and improve operating systems such as CEO Review Trackers, meeting trackers, task and project trackers, performance/experiment logs, and sales/partner tracking sheets to ensure visibility and accountability.
- SOPs & Process Documentation: Create, refine, and standardize SOPs, checklists, templates, and process documents for recurring workflows (e.g., onboarding, performance reviews, campaign launches, reporting cadences).
- Performance System Support: Support the design and maintenance of a performance system that logs tests and experiments, tracks results, documents debriefs, and standardizes winning approaches across clients.
- Sales System Support: Help structure and maintain a simple, visible sales system and partner pipeline by tracking leads, partner activities, stages, and outcomes, ensuring the CEO and team have clear visibility on revenue motion.
- Cross-Functional Coordination: Coordinate follow-ups, dependencies, and deliverables across Marketing, Development, Client Success, HR, and Operations to make sure work escalated to the CEO is complete, structured, and decision-ready.
- Analytics & Executive Summaries: Synthesize data, transcripts, and multi-source information into concise executive summaries and decision briefs that allow the CEO to act quickly with clear context, options, and implications.
- AI-Enabled Workflows: Use AI tools (e.g., ChatGPT) to summarize long documents and meeting transcripts, draft SOPs and templates, structure messy information, and improve the clarity and quality of written communication.
- Other Duties: Perform other ad hoc tasks and special projects as assigned by the Manager or CEO.
Required Skills and Qualifications
- Education: Bachelor’s degree in Business Administration, Operations Management, Communications, Marketing, or a related field (required).
- Professional Experience: Minimum 5 years of experience in roles such as Executive Assistant to CEO/Founder/Senior Executive, Operations Coordinator/Online Business Manager, or Project Manager/Junior Chief of Staff in a service, tech, or marketing environment (required).
- Remote Operations Experience: Proven experience working in remote, distributed teams and collaborating across multiple time zones and cultures (required).
- Executive Communication: Excellent written and verbal communication skills in English; demonstrated ability to produce CEO-ready briefs, structured meeting notes, and clear, actionable follow-up messages (required).
- Critical Thinking & Judgment: Strong ability to understand business objectives behind tasks, separate facts from assumptions, identify missing information, and challenge vague or low-quality inputs constructively (required).
- Organization & Follow-Through: Highly organized, self-motivated, and proactive; proven track record of managing multiple streams of work, tracking owners and deadlines, and consistently closing loops until completion (required).
- Systems & Process Orientation: Ability to build, document, and maintain trackers, SOPs, checklists, and basic operating systems that improve clarity, speed, and accountability (required).
- Tools & Technology: Proficiency with Google Workspace (Docs, Sheets, Slides, Calendar, Drive) and at least one project management tool (e.g., Trello, Asana, ClickUp, Notion, Airtable); comfortable using meeting transcription tools and AI tools like ChatGPT for summarization and documentation (required).
- Values Alignment: Demonstrated commitment to analytical decision making, speed and agility, strategic/performance focus, continuous improvement, integrity, transparency, and thriving in challenging, fast-paced environments (required).
- Discretion & Professionalism: Proven ability to handle sensitive and confidential information with a high degree of discretion and professionalism (required).
Preferred Qualifications
- Industry Experience: Experience in marketing agencies, SaaS/technology businesses, healthcare, or dental-related companies (preferred).
- Founder/CEO Support: Prior experience supporting a fast-moving founder or CEO in a growth-stage or entrepreneurial environment (preferred).
- Sales/Client Service Context: Exposure to recurring services, retainers, or subscription-style businesses serving small or medium-sized clients, especially in North America (preferred).
- Process & Playbook Development: Experience creating SOPs, checklists, playbooks, or operating rhythms (e.g., weekly reviews, scorecards, meeting cadences) that improved team execution (preferred).
- Data & Reporting: Comfort working with basic dashboards, reports, and performance metrics; experience helping to design or maintain simple reporting systems (preferred).
- CRM & Pipeline Familiarity: Familiarity with CRM tools and basic pipeline tracking for leads, partners, or accounts (preferred).
- Remote & Cross-Cultural Collaboration: Strong history of working effectively with international remote teams (e.g., Philippines, Nigeria, Pakistan, Indonesia, India, etc.) and adapting communication style across cultures (preferred).
- Project/Process Certifications: Additional training or certifications in project management, operations, or process improvement (e.g., PMP, CAPM, Lean, Six Sigma) (preferred).
- Transcript & Content Synthesis: Demonstrated ability to convert long-form content—such as meeting transcripts, discovery calls, or strategy sessions—into concise, action-oriented executive briefs (preferred).
Ideal Candidate
The ideal candidate is a hybrid of an Executive Assistant, junior Chief of Staff, and Operations Coordinator. You are energized by turning chaos into clarity. You enjoy reading long, messy threads or transcripts and turning them into a single page of what matters: decisions, owners, deadlines, and risks. You are not afraid to challenge unclear requests, ask hard questions, or send work back for improvement before it reaches the CEO. You thrive in a fast-paced, tech-enabled environment where speed, thinking from first principles, and continuous improvement are core expectations, not aspirations. You think in systems, not tasks; you take extreme ownership of outcomes; and you are motivated by helping build the performance and sales systems of a company with proven products and big ambitions.
Company Culture & Values
- Analytical Decision Making: Data-driven strategies guide our decisions.
- Speed & Agility: We prioritize efficiency and speed in execution.
- Strategic Focus: Long-term success through strategic actions.
- Continuous Improvement: Relentless pursuit of excellence and growth.
- Integrity & Transparency: Building trust through honesty and accountability.
- Challenge-Oriented: Embracing challenges as opportunities for innovation.
What We Offer
- Opportunity to work in a fast-paced, innovative environment.
- Ability to make a significant impact on the growth and success of dental practices.
- Professional development and growth opportunities as we build advanced performance and sales systems.
- A collaborative and supportive remote work culture that values ownership and continuous improvement.
- Opportunities to be part of a global team with members from 9+ different countries.
Work Environment and Work Hours
- Set-up: Full-time, Remote
- Schedule: Monday–Friday, for 7.5 working hours between 6 AM and 5 PM Eastern Standard Time (EST).
- Shift options: 6 AM–2 PM (1st shift) ; 9 AM–5 PM (2nd shift)
- Remote Work: At DentistFind, we operate in a fully remote environment. We utilize a time-tracking tool that captures screenshots at random intervals to ensure accountability and productivity. Candidates must be comfortable with this setup. If you have any concerns regarding the use of a time-tracking tool, we strongly advise against applying to ensure alignment with our work practices.
The Team
You will be part of a dynamic and diverse team spread across the globe, including regions like Canada, the Philippines, Nigeria, Pakistan, Indonesia, Jamaica, Malaysia, Bangladesh, and India. As part of a remote-first organization, the team values open communication, collaboration, and a shared commitment to the company’s mission. You will work closely with the marketing and sales team and various department heads, playing a pivotal role in ensuring alignment and advancing strategic objectives.
Diversity, Equity & Inclusion
DentistFind is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, age, disability, or any other protected characteristic. We are committed to building an inclusive, diverse team and encourage candidates from all backgrounds to apply.
How to Apply
Interested candidates should submit their resume, cover letter, and any relevant portfolio pieces demonstrating their expertise and success stories. You are encouraged to apply directly through our official job board for a more streamlined application process. This ensures your application is reviewed promptly by our recruitment team. Click
here to apply and become a part of our team.
