DentistFind

Location: Port Harcourt, Nigeria
Job Type: Full-time
Work Mode: Remote
Schedule: Monday–Friday, 7.5 working hours between 6:00 AM and 5:00 PM EST
Shift Options: 6:00 AM–2:00 PM or 9:00 AM–5:00 PM EST

Company Overview

DentistFind is a Canada-based marketing technology company with 15 years of experience helping dental practices grow through data-driven digital marketing strategies and innovative technology.

Through its PracticeFuel platform, DentistFind supports dental practices with tools and strategies designed to improve patient acquisition and retention. The company combines technology, real-time reporting, personalized consultation, training, and ongoing support to help clients achieve sustainable growth.

DentistFind promotes a culture built around clarity, ownership, innovation, efficiency, measurable performance, and continuous improvement.

Job Overview

DentistFind is seeking a highly capable Executive Assistant to the CEO / Operations Support Coordinator to serve as a key support partner to the CEO and wider leadership team.

This role combines executive assistance, operations coordination, project management, and business support. The successful candidate will transform complex discussions, meeting notes, scattered information, and business priorities into clear decisions, structured plans, and actionable follow-up.

You will work across Sales, Marketing, HR, Client Success, Development, and Operations, helping improve meeting quality, coordinate cross-functional initiatives, maintain operating systems, and ensure important projects remain on track.

Key Responsibilities

CEO Support & Information Management

• Review reports, documents, and updates before they reach the CEO.
• Ensure submitted information answers the relevant business question and includes supporting data, owners, and deadlines.
• Provide constructive feedback and request improvements when work is incomplete or unclear.
• Help the CEO prioritize information and make informed decisions.

Meeting Preparation & Follow-Up

• Prepare structured agendas for leadership and project meetings.
• Collect updates and relevant information ahead of meetings.
• Create concise pre-reads highlighting key metrics, issues, and decisions required.
• Take structured meeting notes covering decisions, owners, deadlines, and blockers.
• Convert discussions into actionable tasks, follow-up messages, and project updates.

Operating Systems & Trackers

• Build and maintain CEO review trackers, meeting trackers, project trackers, and performance logs.
• Maintain sales and partner tracking systems to improve visibility and accountability.
• Develop dashboards and reporting tools that help leadership monitor progress.
• Continuously improve internal systems and workflows.

SOPs & Process Documentation

• Create and update Standard Operating Procedures (SOPs), checklists, templates, and process documentation.
• Standardize recurring workflows such as onboarding, performance reviews, campaign launches, and reporting.
• Develop playbooks and operating rhythms that improve consistency and execution.

Performance & Sales Support

• Support systems for tracking tests, experiments, results, and successful approaches.
• Help maintain a clear sales and partner pipeline.
• Track leads, partner activities, stages, and outcomes.
• Provide leadership with visibility into sales and revenue activities.
• Support the development of performance and sales systems across the organization.

Cross-Functional Coordination

• Coordinate deliverables and dependencies across Marketing, Development, Client Success, HR, Sales, and Operations.
• Follow up with team members and department heads on outstanding tasks.
• Ensure work escalated to the CEO is complete, organized, and decision-ready.
• Monitor strategic initiatives and ensure deadlines are met.

Analytics & Executive Reporting

• Analyze data, meeting transcripts, reports, and information from multiple sources.
• Prepare concise executive summaries and decision briefs.
• Highlight key issues, options, risks, and recommendations.
• Help leadership make faster, better-informed decisions.

AI-Enabled Workflows

• Use AI tools such as ChatGPT to summarize documents and meeting transcripts.
• Use AI to structure complex information and improve written communication.
• Assist with drafting SOPs, templates, reports, and documentation.
• Identify opportunities to use technology and automation to improve efficiency.

Required Qualifications & Skills

• Bachelor’s degree in Business Administration, Operations Management, Communications, Marketing, or a related field.
• Minimum of 5 years of relevant experience as an Executive Assistant to a CEO/Founder, Operations Coordinator, Online Business Manager, Project Manager, or Junior Chief of Staff.
• Experience in a service, technology, marketing, or similar environment.
• Proven experience working with remote and distributed teams across multiple time zones and cultures.
• Excellent written and verbal English communication skills.
• Strong ability to prepare executive-ready briefs, meeting notes, and actionable follow-ups.
• Excellent critical-thinking and decision-making abilities.
• Ability to distinguish facts from assumptions and identify missing information.
• Highly organized, proactive, self-motivated, and results-oriented.
• Proven ability to manage multiple workstreams, deadlines, and stakeholders.
• Strong systems and process orientation.
• Ability to build and maintain trackers, SOPs, checklists, and operating systems.
• Proficiency with Google Workspace, including Docs, Sheets, Slides, Calendar, and Drive.
• Familiarity with project management platforms such as Trello, Asana, ClickUp, Notion, or Airtable.
• Comfortable using meeting transcription platforms and AI tools such as ChatGPT.
• Strong commitment to analytical decision-making, continuous improvement, integrity, transparency, and accountability.
• Ability to handle confidential information with professionalism and discretion.

Preferred Qualifications

• Experience in a marketing agency, SaaS, technology, healthcare, or dental-related company.
• Previous experience supporting a fast-moving Founder or CEO.
• Exposure to recurring-service, retainer, or subscription-based businesses.
• Experience developing SOPs, checklists, playbooks, scorecards, or operating rhythms.
• Familiarity with dashboards, reports, and performance metrics.
• Knowledge of CRM systems and basic sales pipeline management.
• Experience collaborating with international remote teams.
• Project management or process improvement certifications such as PMP, CAPM, Lean, or Six Sigma.
• Ability to transform long-form meeting transcripts, discovery calls, and strategy sessions into concise executive briefs.

Ideal Candidate

The ideal candidate is a combination of an Executive Assistant, Junior Chief of Staff, and Operations Coordinator.

You should enjoy turning complexity into clarity and be comfortable transforming lengthy conversations, documents, and meeting transcripts into clear decisions, responsibilities, deadlines, and risks.

You should be confident enough to challenge unclear requests, ask thoughtful questions, and request improvements when necessary. The right candidate thinks in systems rather than individual tasks, takes ownership of outcomes, and thrives in a fast-moving, technology-driven environment.

Company Culture & Values

DentistFind values:

• Analytical Decision-Making: Using data to guide business decisions.
• Speed & Agility: Executing efficiently and responding quickly to opportunities.
• Strategic Focus: Prioritizing actions that contribute to long-term success.
• Continuous Improvement: Constantly seeking better ways to work and deliver results.
• Integrity & Transparency: Building trust through honesty and accountability.
• Challenge-Oriented Thinking: Viewing challenges as opportunities for innovation and growth.

What DentistFind Offers

• Opportunity to work in a fast-paced and innovative technology environment.
• The chance to contribute meaningfully to the growth of dental practices.
• Professional development and career growth opportunities.
• Collaborative and supportive remote work culture.
• Opportunity to help build advanced performance and sales systems.
• Exposure to a diverse global team operating across multiple countries.
• International experience working with professionals across different cultures.

Work Environment

Set-Up: Full-time, Remote

Schedule: Monday–Friday, with 7.5 working hours between 6:00 AM and 5:00 PM EST.

Available Shifts:

• 1st Shift: 6:00 AM–2:00 PM EST
• 2nd Shift: 9:00 AM–5:00 PM EST

DentistFind operates as a fully remote organization. The company uses a time-tracking system that captures screenshots at random intervals for accountability and productivity monitoring. Applicants should be comfortable working under this arrangement.

The Team

You will join a diverse, international team with members across Canada, the Philippines, Nigeria, Pakistan, Indonesia, Jamaica, Malaysia, Bangladesh, and India.

As part of a remote-first organization, you will work closely with marketing, sales, and department leaders while helping maintain alignment and advance strategic business priorities.

Diversity & Inclusion

DentistFind is an equal opportunity employer committed to creating an inclusive and diverse workplace. Candidates from all backgrounds are encouraged to apply.

Executive Assistant to the CEO / Operations Support Coordinator – Port Harcourt, Nigeria

DentistFind

Location: Port Harcourt, Nigeria
Job Type: Full-time
Work Mode: Remote
Schedule: Monday–Friday, 7.5 working hours between 6:00 AM and 5:00 PM EST
Shift Options: 6:00 AM–2:00 PM or 9:00 AM–5:00 PM EST

Company Overview

DentistFind is a Canada-based marketing technology company with 15 years of experience helping dental practices grow through data-driven digital marketing strategies and innovative technology.

Through its PracticeFuel platform, DentistFind supports dental practices with tools and strategies designed to improve patient acquisition and retention. The company combines technology, real-time reporting, personalized consultation, training, and ongoing support to help clients achieve sustainable growth.

DentistFind promotes a culture built around clarity, ownership, innovation, efficiency, measurable performance, and continuous improvement.

Job Overview

DentistFind is seeking a highly capable Executive Assistant to the CEO / Operations Support Coordinator to serve as a key support partner to the CEO and wider leadership team.

This role combines executive assistance, operations coordination, project management, and business support. The successful candidate will transform complex discussions, meeting notes, scattered information, and business priorities into clear decisions, structured plans, and actionable follow-up.

You will work across Sales, Marketing, HR, Client Success, Development, and Operations, helping improve meeting quality, coordinate cross-functional initiatives, maintain operating systems, and ensure important projects remain on track.

Key Responsibilities

CEO Support & Information Management

• Review reports, documents, and updates before they reach the CEO.
• Ensure submitted information answers the relevant business question and includes supporting data, owners, and deadlines.
• Provide constructive feedback and request improvements when work is incomplete or unclear.
• Help the CEO prioritize information and make informed decisions.

Meeting Preparation & Follow-Up

• Prepare structured agendas for leadership and project meetings.
• Collect updates and relevant information ahead of meetings.
• Create concise pre-reads highlighting key metrics, issues, and decisions required.
• Take structured meeting notes covering decisions, owners, deadlines, and blockers.
• Convert discussions into actionable tasks, follow-up messages, and project updates.

Operating Systems & Trackers

• Build and maintain CEO review trackers, meeting trackers, project trackers, and performance logs.
• Maintain sales and partner tracking systems to improve visibility and accountability.
• Develop dashboards and reporting tools that help leadership monitor progress.
• Continuously improve internal systems and workflows.

SOPs & Process Documentation

• Create and update Standard Operating Procedures (SOPs), checklists, templates, and process documentation.
• Standardize recurring workflows such as onboarding, performance reviews, campaign launches, and reporting.
• Develop playbooks and operating rhythms that improve consistency and execution.

Performance & Sales Support

• Support systems for tracking tests, experiments, results, and successful approaches.
• Help maintain a clear sales and partner pipeline.
• Track leads, partner activities, stages, and outcomes.
• Provide leadership with visibility into sales and revenue activities.
• Support the development of performance and sales systems across the organization.

Cross-Functional Coordination

• Coordinate deliverables and dependencies across Marketing, Development, Client Success, HR, Sales, and Operations.
• Follow up with team members and department heads on outstanding tasks.
• Ensure work escalated to the CEO is complete, organized, and decision-ready.
• Monitor strategic initiatives and ensure deadlines are met.

Analytics & Executive Reporting

• Analyze data, meeting transcripts, reports, and information from multiple sources.
• Prepare concise executive summaries and decision briefs.
• Highlight key issues, options, risks, and recommendations.
• Help leadership make faster, better-informed decisions.

AI-Enabled Workflows

• Use AI tools such as ChatGPT to summarize documents and meeting transcripts.
• Use AI to structure complex information and improve written communication.
• Assist with drafting SOPs, templates, reports, and documentation.
• Identify opportunities to use technology and automation to improve efficiency.

Required Qualifications & Skills

• Bachelor’s degree in Business Administration, Operations Management, Communications, Marketing, or a related field.
• Minimum of 5 years of relevant experience as an Executive Assistant to a CEO/Founder, Operations Coordinator, Online Business Manager, Project Manager, or Junior Chief of Staff.
• Experience in a service, technology, marketing, or similar environment.
• Proven experience working with remote and distributed teams across multiple time zones and cultures.
• Excellent written and verbal English communication skills.
• Strong ability to prepare executive-ready briefs, meeting notes, and actionable follow-ups.
• Excellent critical-thinking and decision-making abilities.
• Ability to distinguish facts from assumptions and identify missing information.
• Highly organized, proactive, self-motivated, and results-oriented.
• Proven ability to manage multiple workstreams, deadlines, and stakeholders.
• Strong systems and process orientation.
• Ability to build and maintain trackers, SOPs, checklists, and operating systems.
• Proficiency with Google Workspace, including Docs, Sheets, Slides, Calendar, and Drive.
• Familiarity with project management platforms such as Trello, Asana, ClickUp, Notion, or Airtable.
• Comfortable using meeting transcription platforms and AI tools such as ChatGPT.
• Strong commitment to analytical decision-making, continuous improvement, integrity, transparency, and accountability.
• Ability to handle confidential information with professionalism and discretion.

Preferred Qualifications

• Experience in a marketing agency, SaaS, technology, healthcare, or dental-related company.
• Previous experience supporting a fast-moving Founder or CEO.
• Exposure to recurring-service, retainer, or subscription-based businesses.
• Experience developing SOPs, checklists, playbooks, scorecards, or operating rhythms.
• Familiarity with dashboards, reports, and performance metrics.
• Knowledge of CRM systems and basic sales pipeline management.
• Experience collaborating with international remote teams.
• Project management or process improvement certifications such as PMP, CAPM, Lean, or Six Sigma.
• Ability to transform long-form meeting transcripts, discovery calls, and strategy sessions into concise executive briefs.

Ideal Candidate

The ideal candidate is a combination of an Executive Assistant, Junior Chief of Staff, and Operations Coordinator.

You should enjoy turning complexity into clarity and be comfortable transforming lengthy conversations, documents, and meeting transcripts into clear decisions, responsibilities, deadlines, and risks.

You should be confident enough to challenge unclear requests, ask thoughtful questions, and request improvements when necessary. The right candidate thinks in systems rather than individual tasks, takes ownership of outcomes, and thrives in a fast-moving, technology-driven environment.

Company Culture & Values

DentistFind values:

• Analytical Decision-Making: Using data to guide business decisions.
• Speed & Agility: Executing efficiently and responding quickly to opportunities.
• Strategic Focus: Prioritizing actions that contribute to long-term success.
• Continuous Improvement: Constantly seeking better ways to work and deliver results.
• Integrity & Transparency: Building trust through honesty and accountability.
• Challenge-Oriented Thinking: Viewing challenges as opportunities for innovation and growth.

What DentistFind Offers

• Opportunity to work in a fast-paced and innovative technology environment.
• The chance to contribute meaningfully to the growth of dental practices.
• Professional development and career growth opportunities.
• Collaborative and supportive remote work culture.
• Opportunity to help build advanced performance and sales systems.
• Exposure to a diverse global team operating across multiple countries.
• International experience working with professionals across different cultures.

Work Environment

Set-Up: Full-time, Remote

Schedule: Monday–Friday, with 7.5 working hours between 6:00 AM and 5:00 PM EST.

Available Shifts:

• 1st Shift: 6:00 AM–2:00 PM EST
• 2nd Shift: 9:00 AM–5:00 PM EST

DentistFind operates as a fully remote organization. The company uses a time-tracking system that captures screenshots at random intervals for accountability and productivity monitoring. Applicants should be comfortable working under this arrangement.

The Team

You will join a diverse, international team with members across Canada, the Philippines, Nigeria, Pakistan, Indonesia, Jamaica, Malaysia, Bangladesh, and India.

As part of a remote-first organization, you will work closely with marketing, sales, and department leaders while helping maintain alignment and advance strategic business priorities.

Diversity & Inclusion

DentistFind is an equal opportunity employer committed to creating an inclusive and diverse workplace. Candidates from all backgrounds are encouraged to apply.

How to Apply

Interested candidates should submit their resume, cover letter, and relevant portfolio pieces or examples of previous work demonstrating their experience and achievements.

If you’re interested in this role, check out more information on the official website And apply now!