Administrative Assistant to Chief Executive Officer

About Shiny White Dental Centers

Shiny White Dental Centers is the leading Dental Service Organization (DSO) in the Middle East, recognized for its advanced expertise in full-arch rehabilitation and comprehensive patient care. With over 500 employees and dentists working collaboratively across multiple branches, ShinyWhite has built an integrated ecosystem that unites clinical excellence with operational efficiency.

As a dental organization with a well-established medical and administrative structure, ShinyWhite ensures seamless coordination between all departments from diagnosis and treatment planning to patient experience and business operations. Our model empowers every team member to contribute to the shared mission of restoring function, esthetics, and confidence through world-class dental care delivered in record time.

Job Purpose

The Executive Management Assistant provides high-level administrative, organizational, and coordination support to the Executive Management team. The role ensures seamless communication across all departments and branches, efficient calendar and agenda management, and timely follow-up on strategic initiatives, both medical and administrative.

Key Responsibilities

1. Executive Support & Calendar Management

Manage and coordinate the daily agenda and calendar of Executive Management, including medical and administrative meetings.

Prioritize appointments, prepare meeting materials, and ensure readiness of all required documentation.

Anticipate needs and proactively manage changes, conflicts, and time optimization for the executives.

2. Communication & Coordination

Act as the primary liaison between Executive Management and all cross-functional departments (Medical, Operations, HR, Finance, Marketing, Procurement, etc.).

Facilitate clear and timely communication between branches and the head office to ensure smooth operational alignment.

Prepare, review, and circulate executive correspondence, memos, and internal announcements.

3. Travel & Logistics

Organize and manage travel arrangements, including flight and hotel bookings, itineraries, and transportation when required.

Ensure all logistics are handled efficiently and in line with company travel policies.

4. Action Plan & Follow-Up

• Track and follow up on action items and deliverables assigned during meetings to ensure completion within deadlines.
• Maintain a structured follow-up dashboard to report progress to Executive Management.

5. External Communication & Representation

Communicate and coordinate with external stakeholders, including outsourcing partners, vendors, and service providers, as directed by Executive Management.

Support the preparation of presentations, reports, and proposals for external meetings and partnerships.

Qualifications & Requirements

Bachelor's degree in Business Administration, Management, or a related field.

Minimum 35 years of experience in an executive or administrative support role, preferably in a healthcare or multi-branch organization.

Background in dentistry or being a dentist is a strong plus, given ShinyWhite's integrated medical and administrative structure.

Excellent command of English (spoken and written).

Strong organizational, communication, and follow-up skills.

High level of discretion, professionalism, and confidentiality.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and scheduling tools.

Key Competencies

Strategic time management and prioritization.

Strong interpersonal and coordination skills.

Detail-oriented with a proactive mindset.

Ability to handle multiple tasks under pressure.

Professional communication with internal and external stakeholders.