Executive Admin & Front Desk Specialist

Ivoclar Vivadent Inc.; Town of Amherst (NY); On-site; USD 30,000 - 39,000; Full time

Job summary

Ivoclar Vivadent Inc. in Amherst, NY is seeking an Executive Administrative Assistant / Receptionist to be the first point of contact for visitors and provide comprehensive administrative support to the executive team.

The role is onsite Monday-Friday, with a focus on delivering professional, confidential, and organized office services to support daily operations and the leadership team.

Qualifications

• Minimum of 5 years of executive administrative support experience.
• Strong organizational and multitasking abilities with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Ability to prioritize multiple assignments and meet deadlines in a dynamic environment.
• Strong interpersonal skills with the ability to interact professionally with all levels of the organization.

Responsibilities

• Greet, direct, and assist visitors.
• Maintain a positive first impression through exceptional customer service.
• Handle incoming calls, mail, and email correspondence professionally and efficiently.
• Provide administrative support to the Executive Team, Office Services Manager, and Office Services team.
• Coordinate meetings, calendars, appointments, and video conferences.
• Prepare correspondence, presentations, reports, meeting materials, and meeting minutes.
• Maintain filing systems, databases, records, and other administrative documentation.
• Assist with special projects and departmental initiatives as assigned.

Skills

Executive support

Organizational skills

Communication skills

Confidentiality

Multitasking

Education

Associate's or Bachelor's degree

Tools

Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

Job description

Ivoclar Vivadent Inc. in Amherst, NY is seeking an Executive Administrative Assistant / Receptionist to be the first point of contact for visitors and provide comprehensive administrative support to the executive team.

The role is onsite Monday-Friday, with a focus on delivering professional, confidential, and organized office services to support daily operations and the leadership team.