Executive Administrative Assistant

Heartland Dental; Effingham (IL); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Generous benefits package

Job summary

Heartland Dental is seeking an Executive Administrative Assistant to support the Executive Team and manage complex schedules across multiple offices. The role involves drafting communications, preparing reports, and coordinating travel while maintaining confidentiality and high organizational standards.

The position reports to an Executive Administrative Assistant Supervisor and requires advanced MS Office skills, professional presentations, and keen attention to detail.

Qualifications

• Advanced level MS Office skills (Word, Excel, Outlook, PowerPoint)
• Demonstrates initiative in handling unforeseen situations and schedule changes
• Strong attention to detail and highly organized

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
• Maintains Executive’s appointment schedule by planning and scheduling meetings, conferences, and travel
• Preparing internal and external corporate documents, reports, and presentations
• Create professional presentations, flow charts, and graphs using PowerPoint and Excel, as requested
• Attends meetings, takes notes and drafts the meeting minutes for communication to attendees
• Other projects as assigned
• Attend to diverse administrative tasks to support the Executive team and align with Heartland Dental standards

Skills

MS Office

Scheduling

Confidentiality

Communication

Tools

PowerPoint

Excel

Outlook

Job description

Administration Department / Executive Admin Assistant

Are you someone who can help support the nation’s largest Dental Service Organization and the offices we serve? We are seeking an individual with a positive attitude, which seeks opportunities and stimulates change.

The Executive Administrative Assistants are dedicated to the support and schedules of the Executive Team at Heartland Dental and play a vital role in the daily schedules of those Executives. They will collaborate within the team to align and perform in a consist manner to maintain efficiencies and effective productivity. This individual will also assist the Administrative Assistant department with a wide variety special projects in addition to two Vice Presidents of Operations.

Heartland Dental is the nation's largest dental support organization, providing non-clinical administrative support services to more than 3,000 supported doctors across 39 states and the District of Columbia in 1,900+ dental offices. Each Heartland Dental supported office is unique to the community and the patients they serve. Supported doctors are the clinical leaders of their practice, retain full clinical autonomy, and establish their own care philosophies. All Heartland Dental supported doctors are united by a common goal: delivering the highest quality dental care and patient experiences.

This position reports to an Executive Administrative Assistant Supervisor as part of the Administrative Assistant Department.

Below is an overview of the duties and responsibilities associated with this position:

• Perform office and administrative duties to assist Executive management
• Conserves Executive’s time by reading, researching, and routing correspondence; drafting letters and documents; initiating communications
• Maintains Executive’s appointment schedule by planning and scheduling meetings, conferences, and travel
• Preparing internal and external corporate documents, reports, and presentations
• Create professional presentations, flow charts, and graphs using PowerPoint and Excel, as requested
• Attends meetings, takes notes and drafts the meeting minutes for communication to attendees
• Other projects as assigned

Minimum Requirements:

• Demonstrate initiative at taking charge of unforeseen situations, problems and schedule changes
• Advanced level skills with MS Office (Word, Excel, Outlook, PowerPoint)
• Reliable and trustworthy with very confidential and personal information
• Strong attention to detail and excellent organizational skills; Highly accurate and timely
• 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

Desirable Qualifications:

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

We put our people first at Heartland Dental, and that shows in our generous benefits package.

Company retains the sole discretion to change the duties of the position at any time.

We provide all employees and applicants for employment the protections of federal, state, and local laws affording equal opportunity in employment.