Executive Assistant

Willamette Dental Group - Hillsboro, OR

Full-time - Entry Level

Hillsboro, OR

11-50 employees

Ambulatory Health Care Services

About the position

The Executive Assistant will provide high-level administrative support to Executive level management by conducting research, preparing reports, handling informational requests, and performing clerical functions such as correspondence and scheduling meetings. This role is crucial in managing various administrative projects from conception to completion, ensuring that the executives can focus on strategic initiatives while the assistant handles the operational details. In this position, the Executive Assistant will manage and coordinate daily appointments, meetings, and teleconferences for all Executives. They will serve as the primary point of contact for the Executive in scheduling appointments, approving manager's PTO, reviewing expenses, and other tasks delegated by the Executive. The role requires preparing and editing correspondence, reports, and presentations, as well as booking travel accommodations, processing expense reports, and reconciling credit cards. Additionally, the Executive Assistant will register the Executive for conferences or events as needed and prepare materials for various events and meetings. The Executive Assistant will also be responsible for preparing, recording, and distributing meeting minutes, facilitating and coordinating executive-level communications between departments and individuals. They will review and analyze report data, identify trends, and develop additional tools for further evaluation of current and historical trends. The role includes preparing and assisting in the facilitation of offsite corporate meetings and events, ensuring the completion of various projects with a hands-on approach, including creating content, gathering information, and finalizing PowerPoint presentations. Conducting research for Executives is also a key responsibility of this position.

Responsibilities

• Manage and coordinate daily appointments, meetings, and teleconferences for all Executives.
• Serve as primary point of contact for Executive in scheduling appointments, approving manager's PTO, reviewing expenses and other tasks delegated by Executive.
• Prepare and edit correspondence, reports, and presentations.
• Book travel accommodations, process expense reports and reconcile credit cards.
• Register Executive for conferences or events as needed.
• Prepare materials for various events and meetings.
• Prepare, record, and distribute meeting minutes.
• Facilitate and coordinate executive level communications between departments and individuals.
• Review and analyze report data; identify trends; develop additional tools for further evaluation of current and historical trends.
• Prepare and assist in facilitation of offsite corporate meetings and events.
• Ensure completion of various projects with hands-on approach including creating content, gathering information, and finalizing PowerPoint presentations.
• Conduct research for Executives.

Requirements

• Bachelor's degree preferred and a minimum of five years' experience providing higher executive level support OR equivalent combination of education and experience.
• Demonstrated experience using Axium, Microsoft products, especially PowerPoint, Outlook, Microsoft Teams.
• Advanced proficiency in MS Office, including Word, Excel, Outlook, and PowerPoint.
• Knowledge of Willamette Dental's operations and reporting structure.
• Comprehensive knowledge of executive level secretarial procedures.

Nice-to-haves

• Experience in a dental clinic environment.
• Familiarity with project management tools.

Benefits

• Paid time off
• 401k $1 for $1 match up to 5% of your compensation or the IRS limit for 401(k) contributions, whichever comes first
• Medical, dental, life and disability insurances
• Tuition reimbursement
• Supportive community outreach dollars and encouragement to volunteer
• Thorough employee orientation and onboarding