Executive Operations Coordinator

Executive Operations Administrator/Manager A dual-practice role for an exceptional generalist — equal parts trusted EA, project manager, and organizational force of nature. ABOUT SMILE HOUSE & JBL NEW YORK CITY SmileHouse Tribeca and JBL New York City are two of Manhattan's most distinguished dental practices, united by a shared philosophy: the mouth is the gateway to whole-body health. JBL NYC, founded over 35 years ago at 923 Fifth Avenue, is a benchmark for esthetic and restorative excellence. SMILE HOUSE Tribeca, at 55 Warren Street, is the next evolution of that vision — a fully integrated, diagnostics-forward practice built around the oral-systemic health model, advanced technology, and a deeply human patient experience. Our Founder and Chief Clinical Officer is a nationally recognized dental innovator, NYU faculty member, patent holder, and leading voice in the oral-systemic health movement. Alongside our practice, the GLO Good Foundation — a 501(c)(3) co-founded by our Founder — runs active humanitarian dental missions in Eleuthera, Bahamas, and the organization continues to grow its philanthropic footprint. THE OPPORTUNITY We are seeking a highly capable Executive Operations Coordinator to provide direct, high-trust support to both Co-Founders and to serve as an operational backbone across our two NYC locations. This is not a traditional administrative role. It is a dynamic, relationship-driven position that demands sharp judgment, genuine warmth, and the ability to hold complexity — managing people, projects, and priorities simultaneously without losing composure or quality. The right person is a natural organizer who thrives on being the person that helps make everything work. You are energized by a high-achieving, mission-driven environment. You are equally comfortable managing a complex travel itinerary, preparing a briefing for a board meeting, liaising with a nonprofit partner, or following up on a patient coordination matter — sometimes all in the same afternoon. REPORTING STRUCTURE You will report to the Head of Operations / Chief of Staff, and will work in close daily partnership with both Co-Founders. You will interface regularly with practice managers, clinical leads, legal counsel, external partners, and vendors across both locations. CORE RESPONSIBILITIES Executive Support Manage complex, multi-layered calendars for both Co-Founders across two practice locations — anticipating conflicts, protecting strategic time, and adjusting dynamically to shifting priorities Coordinate all travel logistics, including scheduling, reservations, and pre-trip briefing materials Prepare agendas, meeting notes, briefing documents, follow-up summaries, and correspondence on behalf of leadership Screen and triage communications, ensuring nothing falls through the cracks and that high-priority items are surfaced immediately Serve as a trusted point of contact for internal team members, patients, vendors, and external partners on behalf of the Founders Project Management & Strategic Execution Own and advance cross-functional projects spanning clinical operations, marketing, technology, legal, and financial workstreams, as well as support for the GLO Good Foundation and philanthropic efforts Translate strategic priorities into clear project plans with owners, timelines, and milestones — and hold the team accountable to them Track open action items and decisions across multiple simultaneous initiatives; follow up relentlessly without being asked Support preparation of operational reports, board materials, partner presentations, and strategic summaries Practice & Patient Operations Coordinate cross-location operational logistics, ensuring consistency and excellence across SmileHouse and JBL NYC Assist with onboarding workflows, HR processes (including hiring, onboarding, ongoing personnel support and more), and team communications in partnership with practice managers and executive leadership Liaise with patients in a professional, high-touch capacity as directed — supporting the gold-standard experience that defines both practices Nonprofit & Foundation Support Provide operational and administrative support to the GLO Good Foundation, a 501(c)(3) humanitarian dental nonprofit Assist with correspondence, scheduling, grant-related coordination, partner communications, and mission logistics Help maintain compliance documentation, board materials, and filing requirements appropriate to nonprofit governance WHAT WE'RE LOOKING FOR Required Minimum three years of experience in an executive assistant, chief of staff support, or operations coordination role — ideally supporting C-suite or founder-level principals Demonstrated project management ability: you can take an initiative from whiteboard to completion and manage multiple workstreams at once Exceptional calendar management skills — you understand that a Founder's time is the most valuable resource in the organization and keeping it up to date in real-time makes all the difference Outstanding written and verbal communication; you are clear, warm, and professional in every interaction High emotional intelligence: comfortable navigating sensitive conversations with patients, staff, and external partners Discretion and confidentiality: you will be trusted with sensitive business, clinical, and personal information A self-starter who identifies what needs to be done and does it, especially without waiting to be directed Preferred Experience + Nice to Have Background in healthcare, dental, or wellness-integrated clinical environments Tech savvy - quick to learn and adopt new technology, systems, and workflows Project management certification or training (PMP, Agile, Six Sigma, or equivalent) Comfort with tools such as Google Workspace, Microsoft Office, and project tracking platforms Prior experience supporting or working within a 501(c)(3) nonprofit — familiarity with governance, filing requirements, or board coordination is a meaningful plus Prior experience supporting HR functions, teammate support/people services, hiring/onboarding and governance Familiarity with dental or medical practice management systems (e.g., Dentrix Ascend or equivalent) MBA or equivalent business training welcomed but not required — we value demonstrated capability above credentials. All on the job experience in operations, reporting, people management, project management will contribute to success in this role! WHAT WE OFFER A uniquely high-trust, high-impact role at the intersection of clinical innovation, entrepreneurship, and mission-driven healthcare Direct mentorship from a Founder with 35+ years of clinical and entrepreneurial experience Exposure to the full scope of a growing multi-practice organization, nonprofit operations, and national partnerships Competitive base salary plus performance-based upside Benefits package including health coverage, paid time off, and continuing education support A collaborative, dynamic culture built on integrity, excellence, and genuine care for people #J-18808-Ljbffr