Executive Assistant / Chief of Staff - Port Harcourt at DentistFind

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.