Overview
Executive Operations Coordinator Jobs in New York, NY at Smile House
Title: Executive Operations Coordinator
Company: Smile House
Location: New York, NY
Executive Operations Coordinator
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, and team communications in partnership with practice managers
- 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
- Prior experience supporting or working within a 501(c)(3) nonprofit — familiarity with governance, filing requirements, or board coordination is a meaningful plus
- Background in healthcare, dental, or wellness-integrated clinical environments
- Tech savvy – quick to learn and adopt new technology, systems, and workflows; familiarity with dental or medical practice management systems (e.g., Dentrix Ascend or equivalent)
- Project management certification or training (PMP, Agile, Six Sigma, or equivalent) is a big bonus
- Comfort with tools such as Google Workspace, Microsoft Office, and project tracking platforms
- MBA or equivalent business training welcomed but not required — we value demonstrated capability above credentials
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
To Apply
Please submit your resume along with a brief cover note describing a time you managed competing priorities under pressure — and how you handled it. Applications that reflect genuine alignment with our mission and culture will rise to the top.
