Executive Assistant to the CEO & VP of Operations

Description

Executive Assistant to the CEO & VP of Operations

North American Dental Sleep Management (NADSM) 

Austin, TX | Hybrid | Full-Time 

$65,000–$75,000 annually (based on experience)

About North American Dental Sleep Management

North American Dental Sleep Management (NADSM) is a Dental Sleep Medicine Service Organization that partners with dentists across the country who treat patients with obstructive sleep apnea.

We provide the operational infrastructure, billing expertise, and business support that allow dental practices to focus on delivering exceptional patient care. We are a growing, founder-led organization operating in an expanding area of healthcare.

About the Role

We are looking for an experienced, highly organized Executive Assistant to the CEO and VP of Operations who can serve as the operational center of two senior leaders.

This is more than a traditional administrative role. You will help two executives stay focused, organized, and moving forward by managing calendars, inboxes, meetings, travel, follow-up, and the many details that keep a growing company running effectively.

Supporting two executives requires strong judgment, excellent communication, and the ability to understand different working styles and priorities. You will build systems and workflows that support both leaders while ensuring nothing falls through the cracks.

This is a high-trust role with significant exposure to the leadership and operations of a growing healthcare services organization. As NADSM grows, we expect this position to grow in responsibility, scope, and compensation.

What You'll Own

Calendar & Schedule Management

• Own and manage the CEO and VP of Operations' calendars across multiple businesses and time zones.
• Schedule internal meetings, partner calls, doctor visits, leadership meetings, and other commitments.
• Proactively identify and resolve scheduling conflicts before they become problems.
• Coordinate meetings involving both executives and protect shared leadership time.
• Build appropriate preparation time, buffers, and focus blocks into executive schedules.
• Protect executive time while maintaining a high level of responsiveness to important internal and external partners.

Inbox & Communication Management

• Monitor and triage high-volume executive inboxes.
• Identify urgent, time-sensitive, and high-priority items.
• Draft routine correspondence on behalf of the executives for review.
• Track outstanding requests, unanswered messages, and follow-up items.
• Maintain visibility into what each executive owes others and what others owe them.
• Use sound judgment when determining what requires immediate attention and what can wait.

Meeting & Leadership Support

• Coordinate recurring leadership and team meetings.
• Prepare agendas, pre-reads, briefing materials, and other meeting documents.
• Attend meetings as appropriate and capture notes, decisions, and action items.
• Maintain action-item tracking and follow up to ensure commitments are completed.
• Help maintain accountability between meetings.
• Assemble recurring operational reports and presentations using information provided by team members.

Travel & Logistics

• Coordinate business travel, including flights, hotels, ground transportation, and event registrations.
• Prepare clear and organized travel itineraries with confirmation numbers, addresses, schedules, and other important details.
• Monitor active travel and respond quickly to changes or disruptions.
• Maintain airline and hotel loyalty programs and executive travel preferences.

Operations & Administration

• Coordinate with vendors, partners, outside advisors, and other stakeholders.
• Manage executive expense reports and receipt tracking.
• Support onboarding logistics and internal team coordination.
• Maintain organized digital files and documentation.
• Keep process documentation current, organized, and accessible.
• Assist with occasional personal scheduling that intersects with business commitments.
• Take ownership of special projects and administrative initiatives as the company grows.

How Priorities Are Decided

Supporting two executives requires clear expectations. Our priority framework is:

• Time-sensitive external commitments take precedence.
• When both leaders need support simultaneously and neither request is time-critical, the VP of Operations will establish the priority.
• You will not be expected to independently navigate competing directives without a clear path to resolution. We expect you to communicate when priorities conflict.
• Your responsibilities and workload will be reviewed at 30, 60, and 90 days to ensure the role is appropriately balanced.

Requirements

What We're Looking For

Required Qualifications

• 3+ years of experience supporting a senior executive, business owner, practice leader, or similar executive-level position.
• Demonstrated experience managing a complex calendar and high-volume inbox.
• Excellent written and verbal communication skills.
• Strong ability to draft professional correspondence on behalf of senior leaders.
• High proficiency with Microsoft 365 and/or Google Workspace, including calendar and email management.
• Experience working with cloud-based file systems and collaboration tools.
• Demonstrated ability to handle confidential business and personal information with discretion.
• Located in the Austin metropolitan area and able to work onsite as required.

Strongly Preferred

• Experience supporting two or more executives simultaneously.
• Experience working within a structured operating system such as EOS, Traction, or a similar framework.
• Experience in healthcare, dental, or a multi-entity/multi-location organization.
• Experience supporting an executive or leadership team during periods of growth, acquisition, or fundraising.
• Familiarity with Slack, Dropbox, QuickBooks, CRM systems, or similar business tools.

What Makes Someone Great in This Role

The person who succeeds in this role will:

• Anticipate. You see potential problems before they become problems and take action without always being asked.
• Close Loops. When you take ownership of something, you follow it through to completion.
• Exercise Good Judgment. You know what requires immediate attention, what can wait, and when to escalate.
• Protect Executive Time. You are comfortable professionally pushing back, saying no, and helping prioritize requests on behalf of the executives.
• Manage Competing Priorities. You can support two executives with different communication styles, preferences, and priorities without losing track of either.
• Stay Calm Under Pressure. Plans change. Meetings move. Priorities shift. Multiple people need answers. You remain organized and solution-oriented.
• Learn Quickly. You ask thoughtful questions, learn the answer, and apply what you learn going forward.
• Build Systems. You don't just manage tasks; you create organization and processes that make the executives and company more effective.

Compensation & Benefits

• Health Benefits
• Paid Time Off
• Retirement

Growth Opportunity

This position is designed to grow as NADSM expands, we expect the responsibilities and scope of this role to evolve. Formal reviews will take place at 6, 12, and 24 months, with opportunities for increased responsibility, title progression, and compensation based on demonstrated performance and expanded scope. The right person will have the opportunity to grow alongside the organization and become an increasingly important part of the leadership and operations team.

Schedule & Location

Hybrid – Austin, TX

This position will work onsite at the NADSM office on designated days each week. Specific onsite days will be coordinated around leadership schedules, with advance notice whenever possible.

Core Hours: 7:30 AM–4:30 PM CT

Occasional availability outside standard business hours may be required during time-sensitive periods, travel, or important business events.