Executive Assistant

Lightwave Dental•Raleigh, NC

16h•Onsite

About The Position

Lightwave Dental was founded in 2016, is a high-growth company building the group model for the future of the dental industry. Lightwave is passionate about doing things the right way with a tight focus on high quality, core values, and taking care of their people. Lightwave is a dental leadership organization that focuses on partnering, training and developing dentists as the natural leaders of the dental practice. Lightwave helps dentists launch their careers, supports dentists leading high-growth dental groups, and assists doctors looking to establish their legacy as they transition into retirement. Lightwave is solving the big problems in dentistry: retirement, management, reimbursements, and partnership by providing the benefits of a group while preserving the essence of private practice. Lightwave currently supports over 80 dental offices in 4 states. The Office Manager / Executive Assistant serves as the operational anchor of Lightwave Dental Group’s new Raleigh headquarters. As the first person in this role, you will help build the foundation of a well-run, welcoming office from the ground up. This role keeps the office running smoothly day-to-day while providing direct administrative support to the CEO — including calendar management and travel coordination. It is an ideal fit for a highly organized professional who takes genuine pride in creating an efficient, welcoming workplace and who can balance competing priorities with calm and good judgment. This is an on-site, full-time role requiring a consistent daily presence at the Raleigh office. This is a small office environment where the Office Manager may at times be the sole on-site team member. Comfort with autonomy, self-direction, and independent problem-solving is essential.

Requirements

3+ years of experience in an office management, executive assistant, or senior administrative role.
Demonstrated ability to manage a busy executive calendar and coordinate complex travel logistics.
Exceptionally organized, detail-oriented, and able to juggle multiple priorities without dropping the ball.
Strong written and verbal communication skills; exercises sound judgment in what to handle independently versus escalate.
Proactive, resourceful, and comfortable operating in a growing, fast-paced environment.
Professional presence and a service-oriented mindset.
High school diploma or equivalent required.

Nice To Haves

Experience in healthcare, dental, or multi-site services organizations a plus.
Familiarity with Microsoft 365 (Outlook, Teams, SharePoint) strongly preferred.
Associate’s or Bachelor’s degree in Business Administration, Communications, or a related field preferred but not required.

Responsibilities

Manage all incoming and outgoing mail and packages, ensuring timely routing and distribution.
Maintain office supplies inventory and coordinate with vendors for facilities needs, equipment maintenance, and service requests.
Oversee common area upkeep, kitchen stocking, and general office appearance.
Coordinate onsite logistics for meetings, all-hands gatherings, and leadership visits, including setup, catering, and AV support.
Liaise with the building property manager and serve as the internal point of contact for facilities-related issues.
Serve as the point of contact for occasional visitors and incoming calls; maintain a professional and welcoming front-of-office presence.
Manage the CEO’s calendar, including scheduling, prioritizing, and resolving conflicts across internal and external commitments.
Coordinate travel arrangements for the CEO, including flights, accommodations, ground transportation, and itinerary preparation.
Handle expense reporting and reconciliation for the CEO as needed.
Prepare correspondence, agendas, and meeting materials; track action items and follow-ups on behalf of the CEO.
Coordinate Board meetings end-to-end, including booking venues, preparing and distributing logistics communications to Board members, managing RSVPs, and ensuring materials are distributed in advance of each meeting.
Manage and maintain company-wide distribution lists and internal contact directories.
Support preparation of executive presentations and materials, including slide formatting, data entry, and document polish.
Assist with ad hoc projects and cross-functional administrative needs as the organization scales.
Additional responsibilities as assigned by manager.