Executive Assistant / Chief of Staff - Mumbai, India

Job Description

Company Overview: DentistFind is a leading marketing technology company based in Canada, with 14 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. Role Purpose: The Executive Assistant / Chief of Staff will serve as the CEO’s right hand, freeing the CEO from routine tasks and ensuring seamless execution of strategic initiatives. This role requires strong AI literacy, exceptional problem-solving abilities, and the capacity to independently triage and resolve issues using a consultant mindset. The EA will own key operational processes, draft high-stakes communications, and maintain continuous improvements across departments, enabling the CEO to focus on vision, sales, and growth. Key Responsibilities: Decision Triage & First‑Pass : Review inbound requests (email, Slack, project boards), solve standard issues (70–80%) independently, escalate only novel or critical items AI‑Driven Research & Reporting : Use ChatGPT and other AI tools to draft briefs, summarize data, and produce one‑page “What/Why/Outcome/Input” documents Calendar & Project Management : Block CEO’s time, protect focus hours, and coordinate cross‑department initiatives with status updates and action‑item tracking Process & SOP Management : Identify operational bottlenecks, propose process enhancements, document and train new SOPs system‑wide High‑Level Communications : Draft and proofread CEO communications, board meeting materials, investor updates, and client‑facing reports Stakeholder Liaison : Coordinate with Marketing, Sales, Client Success, Finance, and HR to ensure alignment and on‑time deliverables Risk & “Luck” Monitoring : Maintain a weekly runway and “luck vs. risk” dashboard, ensuring the CEO has early warnings of critical issues Key Performance Indicators (KPIs): Issue Resolution Rate : 80% of routine requests closed without CEO intervention SOP Completion : Document and publish at least 3 new process guides per month Calendar Utilization : Maintain 90% adherence to CEO’s weekly focus blocks Accuracy Score : Zero major errors in CEO‑facing communications (target 99% first‑pass accuracy) Project Timeliness : 100% on‑time project milestone delivery, tracked in Freedcamp Required Skills and Qualifications: Bachelor’s degree in Business, Communications, or a related field. 5+ years of experience as an Executive Assistant, Chief of Staff, or similar role supporting C-suite executives. Expert proficiency with AI tools such as ChatGPT and prompt engineering. Outstanding written and verbal communication skills, with experience drafting executive-level materials. Proven track record of independently triaging and resolving complex tasks. Strong organizational skills and proficiency with project management tools like Freedcamp, Asana, or Notion. Certifications in project management or related fields are highly desirable. Preferred Skills and Qualifications: Master of Business Administration (MBA) or equivalent advanced degree. Experience in a marketing or professional services environment. Familiarity with Google Ads, Meta Ads, and CRM platforms. Prior success in documenting SOPs and developing training materials. Experience working with remote teams and multicultural environments. Demonstrated ability to manage confidential information with integrity and discretion. Ideal Candidate: The ideal candidate is a proactive and strategic thinker who thrives in a fast-paced environment. They possess excellent analytical skills and have a knack for leveraging technology to streamline operations. Adaptability, integrity, and a commitment to continuous improvement are crucial. The candidate should be comfortable working independently and collaboratively, demonstrating leadership and initiative in all tasks. Additional Information: The Executive Assistant will report directly to the CEO, acting as an extension of the CEO’s decision-making capabilities. Alignment with the company’s core values and the ability to handle confidential information with integrity are non-negotiable. 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. Collaborative and supportive remote work culture. Work Environment and Work Hours: Set-up: Full-time, Remote Schedule: Monday-Friday, for 7.5 working hours between 6am and 5pm Eastern Standard Time Zone (EST). Shift options: 6 AM-2 PM (1st shift), 9 AM-5 PM (2nd shift) The Team: The Executive Assistant will be part of a dynamic and diverse team spread across the globe, including regions like the Philippines, Nigeria, Pakistan, Indonesia, 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 CEO and various department heads, playing a pivotal role in ensuring alignment and advancing strategic objectives. 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 https://dentistfind.hrpartner.io/jobs and become a part of our team.