Virtual Administrative Assistant (VAA) Multiple Departments (Kingston, Jamaica)

Company Overview

Why Join DentistFind

Job Overview

Key Responsibilities: What Youll Do

1. General Administrative Support (All Departments)
1. Manage calendars schedule meetings and coordinate appointments across multiple stakeholders and time zones.
2. Prepare format and maintain documents reports presentations and spreadsheets.
3. Organize and maintain digital files and records in company systems (e.g. Nimbus Google Drive SharePoint).
4. Conduct internet research and compile findings into summaries or reports.
5. Track and follow up on tasks deadlines and deliverables for managers and team members.
6. Assist in preparing meeting agendas taking minutes and circulating action items.
7. Handle email management: sorting flagging priority emails drafting responses.
2. Sales Support (if assigned to Sales)
1. Support lead management: data entry lead enrichment and CRM updates (e.g. HubSpot Salesforce).
2. Assist in generating and maintaining sales reports dashboards and performance trackers.
3. Prepare sales decks proposals and supporting documents based on templates and manager guidance.
4. Coordinate with prospective clients for meeting scheduling confirmations and follow-ups.
5. Label categorize and document calls/emails based on purpose outcome and customer issues.
3. Marketing Support (if assigned to Marketing)
1. Assist with content scheduling and posting on social media platforms and/or blogs.
2. Support email marketing campaigns: list updating basic segmentation scheduling and analytics tracking.
3. Help coordinate webinars events or online campaigns (invitations registrations reminders).
4. Conduct market competitor and audience research and compile insights for the marketing team.
5. Maintain marketing asset libraries (images copy templates case studies etc.).
6. Assist with performance tracking and reporting for campaigns (basic KPIs engagement reach etc.).
4. HR & Recruitment Support (if assigned to HR)
1. Publish job listings on various platforms and job boards to attract qualified candidates.
2. Screen resumes against predefined criteria and shortlist potential candidates.
3. Coordinate interview schedules between candidates and interviewers across time zones.
4. Conduct initial face-to-face interviews with candidates.
5. Send and track assessments (L1 to L5) and follow up with candidates for completion.
6. Review and evaluate L1 assessments based on defined guidelines and scorecards.
7. Maintain and update candidate records and recruitment trackers/ATS.
8. Support HR documentation and onboarding tasks as needed (offer letters checklists etc.).
5. Development / Technical Team Support (if assigned to Development)
1. Assist in maintaining project documentation technical notes and requirement summaries.
2. Help organize and track development tasks and tickets in project management tools (e.g. Jira Trello Asana).
3. Schedule sprint ceremonies (stand-ups planning retrospectives) and document action items.
4. Coordinate with cross-functional teams (QA Product Dev Operations) for information sharing and follow-ups.
5. Compile status reports from team members and present in a consolidated format to managers.
6. Support basic data entry version tracking and documentation housekeeping.
7. Basic WordPress or coding skills are an added advantage.
6. Project Management Support (if assigned to PMO/PM)
1. Assist Project Managers in planning organizing and tracking projects and deliverables.
2. Maintain project plans trackers and logs (risks issues decisions dependencies).
3. Update project dashboards and status reports on a regular schedule.
4. Follow up with team members on assigned tasks and deadlines; escalate delays as needed.
5. Assist in stakeholder communication: meeting notes project updates and documentation distribution.
6. Help ensure projects follow defined processes templates and documentation standards.
7. Client Success Support (if assigned to Client Success)
1. Access company systems to track Client Success and performance metrics and generate regular reports for clients and senior management.
2. Monitor key client KPIs (e.g. usage engagement outcomes) and flag issues or trends to the Client Success Manager.
3. Label or categorize calls emails and tickets based on purpose outcome and customer issue.
4. Assist in preparing client-facing materials: summaries performance reports presentations and follow-up documentation.
5. Help coordinate client meetings reviews and check-ins: scheduling confirmations reminders and minutes.
6. Log client feedback feature requests and issues and route them to the appropriate internal teams (Sales Product Dev Support etc.).
7. Support onboarding activities: sharing resources tracking onboarding steps and ensuring completion of required milestones.
8. Maintain accurate and up-to-date client records and communication logs in CRM or Client Success tools.
8. Management Trainee Support (if assigned to the Management Trainee track)
1. Work closely with senior leadership or managers to support cross-functional initiatives.
2. Rotate across different departments (Sales Marketing HR Operations etc.) to understand processes.
3. Participate in data collection and basic analysis for decision-making and performance monitoring.
4. Prepare and present basic reports summaries and recommendations to supervisors.
5. Support the design and implementation of process improvements and internal projects under guidance.
9. Executive Assistant / Strategic Support (if assigned to Executive Leadership)
1. Act as a strategic partner to senior leaders by synthesizing data (from Sales Marketing HR Client Success Projects Finance etc.) into concise decision-ready briefs dashboards and executive summaries.
2. Support planning and tracking of strategic initiatives OKRs and quarterly priorities by maintaining high-level roadmaps progress trackers and follow-up mechanisms across departments.
3. Conduct targeted market competitive and internal performance research to inform leadership decisions on new initiatives resourcing and process improvements.
4. Prepare and structure content for leadership meetings (decks talking points one-pagers) and ensure clear documentation of decisions owners and timelines with systematic follow-up.
5. Identify operational bottlenecks and risks from an executive viewpoint proactively flagging issues and recommending practical data-backed solutions or next steps.
6. Serve as a coordination hub between the executive and functional teams ensuring alignment clarity of priorities and a timely flow of information for critical projects and stakeholders.

Required Skills and Qualifications

• Education:
• Bachelors degree in Business Commerce Marketing HR IT or a related field is required.
• Relevant certifications in these fields are required.
• Experience:
• Minimum 2 years of experience as a Virtual Assistant or similar role.
• Experience supporting at least one of the following: Sales Marketing HR Client Success Development Executive roles or Project Management.
• Core Skills:
• Strong analytical and research skills.
• Excellent organization and time management skills.
• Strong written and verbal communication in English.
• Proficiency with remote tools: Google Workspace/MS Office Zoom and project management tools.
• Other Requirements:
• Reliable internet connection and suitable remote work setup.
• Ability to work with international teams and overlap with EST hours.
• High level of professionalism confidentiality and stakeholder/client focus.

Preferred Qualifications

• Experience working with North American or Canadian clients.
• Familiarity with CRM tools (e.g. HubSpot Salesforce).
• Exposure to ATS/HR tools and client success platforms.
• Advanced skills in Excel/Google Sheets.
• Experience in a startup or scaling environment.

Ideal Candidate

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.
• Opportunities to be part of a global team with members from 9 different countries.

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)
• Remote Work: At DentistFind we operate in a fully remote environment. We utilize a time-tracking tool that captures screenshots at random intervals to ensure accountability and productivity. Candidates must be comfortable with this setup. If you have any concerns regarding the use of a time-tracking tool we strongly advise against applying to ensure alignment with our work practices.

The Team

How to Apply

• General Admin
• Sales
• Marketing
• HR & Recruitment
• Development/Technical
• Project Management
• Client Success
• Management Trainee
• Executive Assistant / Strategic