Senior Executive Assistant to Managing Director | Operations & Special Projects

Senior Executive Assistant to Managing Director | Operations & Special Projects About the Role MycoManagement is seeking a senior-level executive assistant to work directly with its Managing Director during the turnaround and administrative rebuild of a recently acquired dental practice. This is not a conventional virtual-assistant role centered on routine administrative tasks. The Managing Director needs a capable right-hand person who can help organize complex projects, coordinate delegated work, maintain accountability across multiple parties, and prevent important details from falling through the cracks. The initial engagement will focus on this acquisition and turnaround. For the right person, it will develop into a long-term executive assistant role as we stabilize this practice and acquire/open additional practices. The Current Situation We recently acquired a distressed dental practice from a DSO and the practice is no longer affiliated with them. Although we expected to inherit some operational problems, the issues proved more extensive than anticipated. After approximately a week and a half of operations, we temporarily closed the practice to patients so we could replace vendors, correct administrative and operational problems, rebuild workflows, and prepare the practice to reopen on a stronger foundation. Our current team consists of eight people, including the Managing Director, permanent dentist (DMD) , office manager, hygienist, and additional clinical and administrative staff. The office manager primarily supports the dentist and oversees the practice’s daily administrative operations, staff workflows, and related SOPs. This executive assistant position is separate. You will work directly with the Managing Director and focus on the business, administrative, vendor, and project-management side of the turnaround. What You Will Do Your responsibilities will evolve as the practice/platform progresses, but the core work will include: - Organize projects, tasks, deadlines, dependencies, and priorities - Convert meetings, conversations, and rough instructions into clear action items - Track work delegated to employees, contractors, and outside vendors - Follow up on and/or resolve overdue items and unresolved issues without waiting to be asked - Maintain a reliable project-management system that shows what is pending, who owns it, and what happens next - Coordinate communication among the Managing Director, team members, vendors, and other outside parties - Prepare/collaborate on agendas, notes, summaries, status reports, and follow-up lists - Research vendors, systems, services, and business-administration questions - Compare proposals, organize supporting information, and help prepare decisions - Document business processes and help create repeatable workflows - Identify missing information, conflicting priorities, and potential bottlenecks - Keep documents, decisions, and project records organized - Use generative AI (ie/eg: ChatGPT for Business, Claude Opus 5+, and local Ollama models) to accelerate research, drafting, documentation, analysis, and administrative work - *Potentially help other staff members learn to use approved AI tools effectively - Support future acquisition and integration projects if the position becomes long term What Success Looks Like A strong person in this role will become a trusted extension of the Managing Director. You should be able to take incomplete or scattered information, impose structure, determine the next steps, and keep work moving. You will not need constant instructions for every follow-up. When something is unclear, you will ask focused questions. When a deadline is at risk, you will raise it early. When a task has been delegated, you will track it through completion. The goal is to create visibility and accountability across a fast-moving turnaround so the Managing Director can spend less time remembering, chasing, and reorganizing work. Who We Are Looking For The ideal candidate has: - Substantial experience supporting a founder, managing director, executive, or senior operator - Strong project-management and follow-through skills - Excellent written communication and organizational judgment - The ability to manage multiple workstreams with different owners and deadlines - Confidence communicating with employees, vendors, and senior professionals - A proactive work style and comfort operating in an imperfect, fast-changing environment - Sound judgment about when to act independently and when to escalate a decision - High attention to detail without losing sight of broader priorities - Practical experience with generative AI tools - The ability to handle confidential business and personnel information appropriately - Reliable availability and consistent communication during agreed working hours Prior experience with startups, dental practices, healthcare administration, practice acquisitions, business turnarounds, or vendor transitions would be helpful, but it is not required. Most of the work relates to business administration rather than patient care or clinical decision-making. The Managing Director comes from a corporate financial-advisory and M&A background. Candidates who are comfortable with executive-level standards, deadlines, accountability, and direct communication will be the best fit. Confidentiality, PHI, and Required Screening Complete and ongoing confidentiality is a non-negotiable condition of this role. The successful candidate may receive access to sensitive business information, personnel matters, patient information, and protected health information (PHI). All information must be treated as strictly confidential and handled only through authorized systems and procedures. The successful candidate will be required to: - Maintain complete confidentiality during and after the engagement - Follow all applicable HIPAA privacy and security requirements, company policies, and access-control procedures - Access, use, and disclose PHI only as applicable and authorized and only to the extent necessary to perform assigned duties - Complete any required privacy, security, or HIPAA training - Sign a nondisclosure and confidentiality agreement before receiving access to confidential information or PHI - Sign a separate non-solicitation agreement - Undergo a fingerprint-based FBI Identity History Summary Check, along with any other legally required or appropriate state, local, or international criminal-history screening - Receive screening results that are satisfactory to MycoManagement and contain no criminal history that would disqualify the candidate from performing the duties of this position, consistent with applicable law Any offer or engagement may be contingent upon successful completion of these requirements. Anyone who is unwilling or unable to sign both agreements, comply fully with the confidentiality and PHI requirements, or complete the required fingerprint-based background screening should not apply. What This Role Is Not This is not: - A patient-facing or clinical position - A replacement for the dental practice’s office manager - A basic data-entry or appointment-setting role - A position for someone who needs every task broken down in advance - A good fit for someone who uses AI only on a single-task basis or to generate generic text without reviewing or improving the result Why This Opportunity Is Different You will work directly with the decision-maker on a real business turnaround where your organization and follow-through will have a real/visible impact on not only the business, but it's employees and the patients it serves as well.  The immediate assignment is tied to one dental-practice acquisition, but the role has the potential to expand. If the working relationship is successful, the position may continue after the turnaround and support future dental-practice acquisitions, integrations, and ongoing executive priorities. We are looking to begin as soon as possible. To Apply Please include the following in your proposal: 1. A brief summary of your experience supporting executives or business owners. 2. An example of a complex project or turnaround you helped organize. 3. The project-management tools or methods you use to track delegated work. 4. Specific examples of how you use generative AI in your daily work and/or a custom GPT, skill, or tool YOU created.  5. Your time zone (EST preferred), general availability, and earliest possible start date. 6. Whether you are interested in a role that could become a long-term engagement. 7. Confirmation that you are willing to sign the required confidentiality and non-solicitation agreements, comply with all PHI and HIPAA requirements, and undergo the required fingerprint-based background screening. Please be specific. We are more interested in evidence of judgment, initiative, and follow-through than a generic list of administrative skills.