Executive Administrative Assistant

We are seeking an Executive Administrative Assistant with a positive attitude who seeks opportunities and stimulates change. This role supports the Executive Team at Heartland Dental, the nation's largest dental support organization, providing non-clinical administrative services to over 3,000 supported doctors across 39 states and the District of Columbia.

About the role

Executive Administrative Assistants play a vital role in managing the daily schedules of Heartland Dental’s Executive Team. They collaborate within the team to maintain efficiencies and productivity while assisting the Administrative Assistant department with special projects and supporting two Vice Presidents of Operations. This position reports to an Executive Administrative Assistant Supervisor.

Responsibilities

• Perform office and administrative duties to assist Executive management.
• Conserve Executive’s time by reading, researching, and routing correspondence; drafting letters and documents; initiating communications.
• Maintain Executive’s appointment schedule by planning and scheduling meetings, conferences, and travel.
• Prepare internal and external corporate documents, reports, and presentations.
• Create professional presentations, flow charts, and graphs using PowerPoint and Excel, as requested.
• Attend meetings, take notes, and draft meeting minutes for communication to attendees.
• Handle other projects as assigned.

Requirements

• Demonstrate initiative in managing unforeseen situations, problems, and schedule changes.
• Advanced-level skills with MS Office (Word, Excel, Outlook, PowerPoint).
• Reliable and trustworthy with highly confidential and personal information.
• Strong attention to detail, excellent organizational skills, and high accuracy in a timely manner.
• Ability to work well under pressure and prioritize multiple tasks.
• Strong verbal and written communication skills.
• Ability to answer telephone calls, screen, and professionally communicate information to callers.
• Ability to interact with co-workers in a collegial manner to accomplish common tasks.
• Ability to book complex travel on short notice within an online platform.
• Attendance and punctuality are essential.

Qualifications

• Experience assisting with corporate planning and coordinating Executive schedules and travel.
• Experience working with complex schedules and time frames.

Benefits

Heartland Dental offers a generous benefits package, prioritizing the well-being of its employees.