Executive Assistant

The Executive Assistant performs a variety of general and complex administrative duties in support of the Chief Operating Officer (COO), Vice President of Business Transformation, and Directors of Operations, Dental Operations, and the Patient Navigation Center.

• Manage complex office calendars, including scheduling and rescheduling meetings with internal and external stakeholders across multiple locations and recurring cadences.
• Assist with Outlook inbox management, including prioritizing and responding to high volumes of communication.
• Draft, edit, and send professional correspondence on behalf of leadership.
• Coordinate travel arrangements, including conference registrations, flights, lodging, and ground transportation.
• Manage business expense receipts, code monthly credit card statements, and complete expense reimbursement forms.
• Maintain a variety of business‑related accounts, subscriptions, and memberships.
• Purchase office supplies and maintain inventory.
• Coordinate technical support assistance for executive leadership.
• Organize and prepare for meetings, including gathering documents, coordinating logistics, and arranging catering as needed.
• Create and edit presentations, spreadsheets, reports, and other materials to support leadership initiatives.
• Assist with planning and execution of departmental meetings and special events.
• Record and maintain departmental records and documentation.
• Identify and prioritize matters requiring leadership attention, demonstrating sound judgment in handling or escalating issues.
• Support project coordination and administrative components of departmental initiatives as needed.
• Research and compile essential information to support decision‑making and operational needs.
• Perform other general administrative duties as required.

• Provide exceptional internal and external customer service.
• Anticipate needs, identify potential issues, and proactively develop solutions.
• Effectively prioritize and manage competing requests in a fast‑paced environment.
• Identify operational inefficiencies and recommend improvements.
• Communicate clearly, professionally, and respectfully with stakeholders at all levels.
• Demonstrate strong organizational skills and attention to detail.
• Maintain discretion and confidentiality with sensitive information.
• Build and maintain effective working relationships across teams.
• Exhibit a collaborative mindset and adaptability in a dynamic environment.
• Demonstrate urgency and accountability in meeting deadlines.
• Remain calm, flexible, and solution‑oriented under pressure.
• Utilize Microsoft Office Suite and Adobe Acrobat Pro proficiently.

This is a Contract to Hire position based out of Austin, TX 78758.

The pay range for this position is $33.94 - $36.90/hr.

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan - Pre‑tax and Roth post‑tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long‑term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Austin, TX 78758.

The company is an equal‑opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

San Francisco Fair Chance Ordinance:
Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector:
It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI):
We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.