Executive Assistant (Job ID: DAVMEL1EA)

Role overview

About the client

The company is a multi-location dental practice group operating three offices with a team of approximately seventy staff, including nine doctors and a team of managers. The practice has scaled rapidly, growing from roughly fifty to seventy employees within about a year and a half, and continues to handle a high volume of patient care and administrative operations across its locations.

About the role

You will serve as the Executive Assistant to the founder of a multi-location dental practice group, taking ownership of day-to-day administrative and organizational work currently absorbed by leadership. You will manage email triage, scheduling, follow-ups, and the organization of recurring administrative items such as vendor and insurance policy documentation, converting unstructured information into clear, accessible systems.

Key responsibilities

• Calendar & Scheduling: Manage the executive's calendar across platforms, schedule meetings, and send reminders to keep commitments on track.
• Inbox Management: Triage incoming email, draft responses, flag priority items, and ensure timely follow-up on outstanding threads.
• Vendor & Policy Administration: Organize and maintain records such as insurance policies and vendor agreements, tracking renewal dates, costs, and payment requirements in a structured format.
• Task Follow-Up: Track action items delegated by the executive, follow up with staff or external parties, and report status proactively.
• AI-Enabled Workflow Support: Use Claude and related tools to build dashboards, automate repetitive processes, and organize information for easier executive decision-making.
• Executive Reporting: Provide structured start-of-day and end-of-day updates summarizing priorities, progress, and blockers.
• Cross-Team Coordination: Liaise with managers and administrative staff to gather information and support delegated projects as the role expands.

Qualifications & skills

• Prior experience working as an Executive Assistant or Chief of Staff supporting a senior executive or founder is required.
• Fluent written and verbal English communication skills, with the ability to interact professionally and clearly with the executive and staff.
• Experience using or training on AI tools such as Claude for email management, workflow automation, and dashboard creation, or strong aptitude and willingness to be trained on these tools..
• Operations experience is a plus, as the role may expand to include light operations support over time.
• Demonstrated ability to work independently, exercise sound judgment and proactively surface priorities without close supervision.
• Strong organizational skills with experience managing detailed records such as policy or vendor documentation.

Tech stack

• Claude (AI workflow and automation tool)
• Google Calendar / Apple Calendar
• Email platforms (Gmail)
• Cadence AI (daily check-in and reporting tool)
• Spreadsheet/dashboard tools
• Video conferencing (Google Meet)
• Payment platforms (Wise, PayPal)

Originally posted on Himalayas