Virtual Executive Assistant

About DentistFind

At DentistFind, we are a Marketing Performance Management suite for dental offices in Canada. Our team has a strong focus on providing high-value marketing services for our clients to connect with their ideal patients to provide the care they need. With over 10 years of industry experience, we deeply understand what dental offices and patients need. We provide industry-leading digital marketing; patient communication technology, and data-driven consultation services for dental offices to improve their patient flow and grow their practices.

Position Summary

Working directly with the CEO, you are an experienced Virtual Executive Assistant. You will manage tasks and priorities, ensure progress on outstanding decisions, understand and ensure the outcome of tasks, and communicate priorities and directives from the CEO to various internal teams. There will also be a portion of this role where you will assist with client success tasks and direct communication with clients.

You will be successful in this role if you are highly organized, goal-oriented and detail-oriented. You bring your experience of working on fast-paced and dynamic teams together with our company values to help our team complete tasks efficiently and on time.

Key Responsibilities

• Work closely with the CEO to organize their thoughts into tasks in the internal project management system and ensure progress thru to completion
• Take note of meeting outcomes and follow up with respective teams for task completion
• Deeply understand all internal processes and build continuity within the company
• Organize and manage all inquiries and decisions required of the CEO
• Follow up on general administration of the business such as invoices, scheduling, account receivable, etc. as needed
• Ensure company policy and guidelines are followed by others
• Coordinate meetings with team members with the appropriate stakeholders
• Identify issues, and set the priority to ensure it gets addressed
• Research and find information and propose solutions
• Ability to collaborate with all cultures and personality types
• Monitor client support tickets to assign tickets to the appropriate department and ensure tickets are addressed and satisfied
• Respond and communicate directly with clients if necessary
• Update processes and procedures document as needed
• Train and onboard new team members when appropriate

Desired Skills & Experiences

• Minimum of 3 years of experience as an Virtual Executive Assistant for a Director+ executive serving cross-functional teams
• Proven experience working with startups and small businesses
• Show integrity, invaluable organizational habits, and love to create order, systems, and processes
• Deep understanding of how to communicate in a professional environment and the ability to maintain discretion on all matters business or personal (confidential or otherwise) for an Executive leader
• You’re always one step ahead; and a creative problem solver who sweats the details
• Is able to be highly organized and level-headed while still being flexible when things do go according to plan
• Ability to learn and be aware of personal development opportunities
• High level of critical and outcome-based thinking
• Solution-oriented team player with the ability to handle multiple tasks concurrently and think end-to-end around assigned projects and responsibilities