Overview:
We are seeking a highly organized, proactive, and tech-savvy Executive Assistant / Project Coordinator to support the owner and CEO of a growing dental laboratory business undergoing significant operational transformation. This role is ideal for someone who thrives in fast-paced environments, enjoys creating systems and structure, and has a strong interest in AI tools, process optimization, workflow development, and business operations.
The successful candidate will help streamline daily operations, document processes, coordinate projects, manage administrative responsibilities, and assist in implementing systems that allow the CEO to focus on strategic growth rather than day-to-day operational tasks.
Key Responsibilities:
Executive Support
- Manage CEO inbox and prioritize communications
- Coordinate calendars, appointments, and meetings
- Track action items and ensure timely follow-up
- Organize files, documentation, and digital assets
- Prepare meeting agendas, summaries, and task lists
Operations & Workflow Management
- Create, document, and maintain Standard Operating Procedures (SOPs)
- Build and improve workflows across departments
- Identify operational inefficiencies and recommend improvements
- Assist in implementing systems and accountability measures
- Monitor project progress and ensure deadlines are met
AI & Automation Support
- Utilize AI tools such as Claude, ChatGPT, and related platforms
- Develop AI-assisted workflows to improve efficiency
- Research and recommend automation opportunities
- Create prompts, templates, and AI-based systems
- Assist with process documentation and knowledge management
Reporting & Analytics Coordination
- Gather and organize operational data from various sources
- Create dashboards, reports, and KPI tracking documents
- Present information in a clear and actionable format
- Assist the CEO in preparing business performance reports
- Ensure data accuracy and consistency
Project Coordination
- Manage multiple ongoing initiatives simultaneously
- Coordinate with internal teams and external vendors
- Track deliverables and maintain project timelines
- Facilitate communication between departments
- Support implementation of new systems and technologies
Required Qualifications:
- Minimum 3 years of experience as an Executive Assistant, Operations Coordinator, Project Coordinator, or similar role
- Excellent organizational and time-management skills
- Strong written and verbal English communication skills
- Experience creating SOPs, workflows, and process documentation
- Advanced proficiency with Google Workspace and Microsoft Office
- Strong attention to detail and follow-through
- Ability to work independently with minimal supervision
- Experience managing multiple priorities in a fast-paced environment
Preferred Qualifications:
- Experience working with AI tools such as Claude, ChatGPT, Gemini, or similar platforms
- Background in operations management or business process improvement
- Experience with CRM systems and project management software
- Familiarity with KPI tracking and business reporting
- Experience supporting executives or business owners
- Knowledge of automation tools such as Zapier, Make, or similar platforms
Preferred Tools & Platforms:
Tools
- Claude AI
- ChatGPT
- Google Workspace
- Calendar Management
- CRM (under development)
- KPI Reporting Tools
- Project Management Tools
Role Type:
- Full-time
- Remote
