Administrative Assistant

About the role

The Administrative Assistant supports the Vice President of Business Development and the Vice President of Operations at Treloar & Heisel, a nationally recognized brand dedicated to serving dental and medical professionals. This role is located in New Castle, PA.

Responsibilities

• Manage complex calendars, schedule meetings, and coordinate travel arrangements
• Prepare agendas, meeting materials, notes, action items, and follow-ups
• Draft and edit professional correspondence, presentations, reports, and executive summaries
• Serve as a communication gatekeeper by prioritizing requests and escalating urgent matters
• Maintain confidentiality of sensitive information and leadership materials
• Identify risks, inconsistencies, or gaps in information presented to leadership
• Support sales leadership meetings, conferences, national sales meetings, and training events
• Develop and maintain presentation materials, program outlines, and training resources
• Aid in drafting training content for new hires using executive direction and AI tools
• Generate first-draft scripts, talking points, and educational content for executive review
• Track follow-ups related to strategic relationships and sales initiatives
• Compile and synthesize monthly operational and financial data into executive-ready summaries
• Highlight key insights: what changed, why, and required leadership actions
• Prepare presentation materials, briefings, and executive communications
• Develop pre-meeting talking points and post-meeting recap summaries
• Coordinate cross-functional deliverables with Sales, LDI Processing, P&C, IT, and Finance teams
• Support tracking and execution of key operational initiatives
• Utilize Microsoft Teams to manage projects, timelines, and cross-functional deliverables
• Translate leadership discussions into initiatives, action plans, and problem statements
• Track risks, dependencies, and decision logs
• Prepare tailored status updates for various audiences
• Provide continuity and context on ongoing initiatives and partnerships
• Coordinate interview scheduling and prepare candidate materials in partnership with HR
• Organize national meetings, corporate events, and partner engagements
• Manage travel logistics, including flights, accommodations, and transportation
• Coordinate group meals and event logistics
• Prepare detailed itineraries and event summaries

Qualifications

• 5+ years supporting senior executives in a professional services environment
• Proven ability to manage multiple priorities across senior leaders
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Teams
• Experience leveraging AI tools for drafting, summarization, and content creation
• Excellent written and verbal communication skills with strong attention to detail

Core Competencies

• High level of professionalism, discretion, and sound judgment
• Proactive, organized, and solutions-oriented mindset
• Strong problem-solving and critical thinking skills
• Exceptional time management and prioritization abilities
• Ability to thrive in a fast-paced, high-trust environment
• Strong ownership, accountability, and follow-through