Executive Assistant & Operations Coordinator

Newsletter Jobs; Lebanon (OH); On-site; USD 68,000 - 83,000; Full time

Benefits offered by this job

Health insurance

Vision insurance

Free dental care

401k with match

Job summary

Newsletter Jobs in Lebanon, OH is seeking an Executive Assistant & Operations Coordinator to manage inboxes, calendars, and data reporting across two businesses. You’ll learn workflows, build recurring reports, and ensure commitments are completed with discretion and initiative.

You’ll support owner leadership, adapt to diverse tasks, and grow into independent operation across construction and dental practices while working a mostly on-site schedule with remote flexibility.

Qualifications

• 5+ years of experience supporting an owner, founder, or senior leader.
• Proficient with Excel and Google Sheets, including formulas, lookups, and pivot tables.
• Strong attention to detail and accuracy in reports.
• Excellent learning agility with new software and workflows.
• Clear written and verbal communication; comfortable phone calls.

Responsibilities

• Manage inboxes and calendar across two businesses; draft replies in the owner’s voice.
• Pull and compile data from accounting, PM, and dental systems; build recurring reports and executive summaries.
• Track commitments and deadlines; provide timely status updates and escalation when needed.
• Prepare meeting agendas and capture decisions and action items.
• Coordinate special projects and vendor processes; support personal scheduling as needed.

Skills

Inbox management

Calendar management

Data reporting

Data analysis

Excel/Sheets

Tools

Google Workspace

QuickBooks

Smartsheet

Wrike

Divergent

Job description

Executive Assistant & Operations Coordinator

Lebanon, OH · Full-time · Primarily on-site, with some remote flexibility · Starting at $75,000 depending on experience · Primarily a 4 Day work week M - Th with Friday accessibility

I own/operate two businesses in Lebanon, Ohio: BuildWise Solutions, a commercial construction company, and Family Dentistry, a two location dental practice. We also own and manage multiple commercial and residential properties. I’m looking for an exceptional person to be my right hand across bot

You’ll manage my inboxes and calendar, turn information from several systems into useful reports, and make sure the commitments my team and I make actually get done. That includes holding me to mine.

Two things matter more than anything else in this role: you follow through, and you’re good with data and quick to learn technical subjects. You don’t need a dental or construction background, but you should be curious about how both businesses work and willing to learn the workflows, reports, and numbers that matter.

I’ll provide the context, access, and backing you need to succeed. In return, I’m looking for someone who can organize agreed priorities, ask thoughtful questions, and become increasingly independent as they learn.

What you’ll do

• Own my inboxes: triage messages, draft replies in my voice, handle routine matters within agreed guidelines, and bring me decisions with the context I need.
• Own my calendar across two businesses, protecting time for the work that matters and keeping me accountable to it
• Pull and compile data from our accounting, project management, and dental practice systems, and build accurate recurring reports and executive summaries.
• Track the commitments and deadlines of my managers and my own, follow up before things slip, and tell me plainly what’s on track, what’s overdue, and what needs attention.
• When I hand you more than can be done, ask me what moves down the list.
• Prepare meeting agendas, capture decisions and action items, and follow through until they’re completed or clearly escalated.
• Coordinate special projects, such as implementing a new reporting process, researching business purchases, or organizing vendor proposals, timelines, and follow-ups.
• Occasionally help with personal matters, such as scheduling and coordinating vendors for household projects.

What success looks like in 90 days

• I’m spending significantly less time managing email, and important messages and follow-ups are consistently identified, tracked, and addressed.
• Every Monday, I have an accurate one-page summary of open commitments, deadlines, and issues needing attention, without asking for it.
• You’ve built at least one recurring report for each business that I rely on, and you understand what its key numbers mean.
• With my backing, you’re the trusted point person for leadership updates and follow-through.
• We have a reliable system for tracking requests and commitments, including the things waiting on me.

Who you are

• You have substantial experience supporting an owner, founder, or senior leader, or managing business operations in a small office—typically five or more years. Demonstrated capability matters more than your previous title.
• You’re strong in Excel/Google Sheets: formulas, lookups, pivot tables, and data cleanup.
• You check your own work, verify accuracy, and flag missing information or uncertainty before sharing reports.
• You learn new software quickly. We use Google Workspace and tools such as QuickBooks, Smartsheet, Wrike, Divergent (dental analytics), etc.
• You’re comfortable learning technical information and terminology related to dentistry, construction, and business ownership. You want to understand what the information means, not simply copy it into a report.
• You close loops. If you say you’ll do something by Thursday, it’s done by Thursday—or I hear from you before the deadline with the obstacle and a proposed next step.
• You write clearly and efficiently, and you’re comfortable picking up the phone.
• You’ll follow up with anyone, including me, politely and persistently.
• You handle confidential business and personal information with complete discretion.
• You’re curious about how businesses work. As you build context and trust, I’d welcome you challenging my thinking and taking greater initiative.

What I offer

• Compensation starting at $75,000, depending on experience and demonstrated capabilities.
• A position based in Lebanon, Ohio, primarily on-site when I’m in the office, with some remote flexibility
• I primarily work a 4 day work week, Monday thru Thursday from 8a - 6p. I remain accessible or catch up on Fridays.
• Meaningful responsibility supporting two businesses.
• The context, access, and guidance you need to learn the role, along with my backing when you request updates and follow up on commitments.
• Variety and room to grow as you develop knowledge and take on more responsibility.
• Health and Vision insurnace. Free dental care. 401k with match after 6 months.

• Describe the system you use to keep track of everything you owe other people and everything they owe you.

Describe a report or tracking system you built from scratch. Where did the data come from, and who used it?

• What's a technical subject or piece of software you had to learn from scratch for a job? How did you get to the point where you didn't need help?

Finalists may be asked to complete a paid practical exercise.