Executive Assistant to the CEO & VP of Operations

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.