Executive Operations Coordinator

Role overview

Smile House and JBL New York City are two respected Manhattan dental practices connected by a shared belief that oral health is closely tied to whole-body wellness. JBL NYC, established more than 35 years ago at 923 Fifth Avenue, is known for esthetic and restorative dentistry. Smile House Tribeca, located at 55 Warren Street, represents the next step in that vision with a diagnostics-led, technology-forward approach centered on oral-systemic health and a highly personalized patient experience.

The organization’s Founder and Chief Clinical Officer is a nationally recognized dental innovator, NYU faculty member, patent holder, and prominent advocate for oral-systemic health. In parallel, the GLO Good Foundation — a 501(c)(3) co-founded by the Founder — supports humanitarian dental missions in Eleuthera, Bahamas and is expanding its charitable work.

This opportunity is for a highly capable Executive Operations Coordinator who will support both Co-Founders directly and act as an operational anchor across the two New York City practices. The role goes well beyond standard administration and calls for sound judgment, warmth, flexibility, and the ability to manage people, priorities, and projects at the same time while maintaining excellent standards.

The ideal candidate is a highly organized generalist who takes satisfaction in making complex things run smoothly. You should enjoy a fast-moving, mission-led environment and be comfortable shifting between calendar management, executive briefings, nonprofit coordination, and patient-related follow-up within the same day.

You will report to the Head of Operations / Chief of Staff and collaborate closely with both Co-Founders. Day-to-day interaction will also involve practice managers, clinical leaders, legal counsel, outside partners, and vendors across both locations.

Executive support

• Oversee detailed, overlapping calendars for both Co-Founders across two office locations, proactively resolving conflicts and protecting time for strategic priorities.
• Arrange all travel needs, including bookings, schedules, and preparation of pre-trip briefing materials.
• Draft agendas, meeting summaries, briefing notes, follow-up recaps, and correspondence on behalf of leadership.
• Review and prioritize incoming communication so urgent matters are escalated quickly and important items are never missed.
• Act as a dependable contact for staff, patients, vendors, and external partners when representing the Founders.

Project management and strategic execution

• Lead cross-functional initiatives across clinical operations, marketing, technology, legal, and finance, while also supporting the GLO Good Foundation and other philanthropic efforts.
• Turn broad priorities into structured project plans with clear owners, deadlines, and milestones, then keep progress on track.
• Monitor action items and key decisions across several concurrent projects and persistently follow up without needing reminders.
• Assist with operational reporting, board materials, partner decks, and strategic summaries.

Practice and patient operations

• Coordinate operational details across both locations to support consistency and high standards at Smile House and JBL NYC.
• Help with onboarding, HR-related workflows, and internal team communication alongside practice managers.
• Interact with patients professionally and with a high level of care when needed, supporting the premium experience the practices are known for.

Nonprofit and foundation support

• Support the GLO Good Foundation with administrative and operational tasks tied to humanitarian dental work.
• Handle scheduling, correspondence, grant coordination, partner communication, and mission logistics.
• Help keep board records, filing requirements, and compliance documentation organized in line with nonprofit governance needs.

What we are looking for

Required:

• At least 3 years of experience in executive assistance, chief of staff support, or operations coordination, preferably in support of founders or senior executives.
• Proven ability to manage projects from initial idea through completion while juggling several workstreams at once.
• Strong calendar management skills and a clear understanding of how to protect a founder’s time in real time.
• Excellent written and spoken communication that is professional, clear, and warm.
• High emotional intelligence and comfort handling sensitive conversations with patients, employees, and external stakeholders.
• Strong discretion and a consistent ability to safeguard confidential business, clinical, and personal information.
• Self-directed work style with the initiative to identify priorities and act without waiting for instructions.

Preferred:

• Experience in a 501(c)(3) nonprofit, including exposure to governance, filing obligations, or board coordination.
• Background in healthcare, dental, or wellness-oriented clinical settings.
• Comfort learning new systems quickly, including familiarity with dental or medical practice management software such as Dentrix Ascend or similar tools.
• Project management training or certification such as PMP, Agile, Six Sigma, or an equivalent credential.
• Working knowledge of Google Workspace, Microsoft Office, and project tracking tools.
• MBA or comparable business education is welcome, though not mandatory.

What we offer

• A high-trust, high-impact role at the intersection of clinical innovation, entrepreneurship, and mission-driven healthcare.
• Direct mentorship from a Founder with more than 35 years of clinical and entrepreneurial experience.
• Exposure to a growing multi-practice organization, nonprofit operations, and national partnerships.
• Competitive base compensation with performance-based upside.
• A benefits package that includes health coverage, paid time off, and support for continuing education.
• A collaborative culture grounded in integrity, excellence, and genuine care for people.

Application note

Applicants should submit a resume and a short cover note describing a time they balanced competing priorities under pressure and how they managed the situation. Candidates whose background and values align closely with the mission and culture are likely to be prioritized.