Executive Administrative Assistant

Ivoclar NA; Town of Amherst (NY); On-site; USD 50,000 - 67,000; Full time

Job summary

Ivoclar NA is seeking an experienced Executive Administrative Assistant to support our executive team and office services. You will coordinate calendars, meetings, and travel while creating polished correspondence, reports, and materials.

The role emphasizes discretion, confidentiality, and professional communication. A proactive, detail-oriented mindset thrives in a fast-paced dental industry environment.

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

• Provide administrative support to Executive Team, Office Services Manager, and Office Services team.
• Coordinate meetings, calendars, appointments, and video conferences.
• Create, edit and proof correspondence, presentations, reports, meeting materials, and meeting minutes.
• Manage multiple assignments and special projects and departmental initiatives as assigned.
• Maintain filing systems, databases, records, and other administrative documentation.
• Order and maintain supply inventory.
• Coordinate and manage lunch meetings.
• Answer, screen and place phone calls.
• Coordinate executive and visitor travel arrangements.
• Act with discretion, confidentiality and sensitivity to the impact and image of the organization.

Skills

Executive support

Organization

Communication

Multitasking

Microsoft Office

Education

Associate's or Bachelor's degree

Notary Public certification or willingness to become certified

Tools

Concur

Job description

Location: Amherst, NY

Ivoclar has been a leader in dentistry for over a century. Today, we are one of the world’s leading dental companies. Our integrated solutions are helping to improve the state of oral health throughout the world. We share one mission: Making People Smile!

The hourly range for this position starts at $24.00/hour- $32.00/hour, depending on experience, qualifications and location. Final compensation will be determined during the interview process.

Ivoclar is seeking a motivated and detail-oriented Executive Administrative Assistant to join a dynamic and collaborative team in the dental industry. This role is essential in supporting administrative functions, fostering a positive work environment, and ensuring smooth office operations. The ideal candidate will execute various administrative tasks, with an emphasis on confidentiality, professionalism and attention to detail.

The ideal candidate is proactive, detail-oriented, and thrives in a fast-paced environment where exceptional service, discretion, and professionalism are essential.

Your Responsibilities

Executive Administrative Support

• Provide administrative support Executive Team, Office Services Manager, and Office Services team.
• Coordinate meetings, calendars, appointments, and video conferences.
• Create, edit and proof correspondence, presentations, reports, meeting materials, and meeting minutes.
• Manage multiple assignments and special projects and departmental initiatives as assigned
• Maintain filing systems, databases, records, and other administrative documentation.
• Order and maintain supply inventory
• Coordinate and manage lunch meeting
• Answer, screen and place phone calls
• Coordinate executive and visitor travel arrangements
• Act with discretion, confidentiality and sensitivity to the impact and image of the organization

Required 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.

Preferred Qualifications

• Associate's or Bachelor's degree.
• Experience planning and coordinating meetings
• Experience processing expense reports, preferably using Concur.
• Notary Public certification or willingness to become certified.

Let's achieve our goal together.

If you are looking for a job where you can contribute actively, develop personally and professionally and make a lasting difference then this is the right place for you. As an international family business with a long-term perspective, we know that it is our around 3700 employees that are the key to our success.

Let's achieve our goal together: Making people smile.

Ivoclar is committed to Equal Employment Opportunity and Affirmitive Action and, as such, affirms in policy and practice to recruit, hire, train, and promote, in all job classifications, without regard to race, religion, color, national origin, citizenship, sex, age, veteran status, disability, genetic information, sexual orientation, gender identity or any other protected characteristic. Ivoclar will not discriminate against persons because of their disability and will make reasonable accommodations for known physical or mental limitations of qualified employees and applicants with disabilities. We will also make reasonable accommodations during the interview and selection process.

Candidates must be legally authorized to work in the United States on a permanent basis. This position is not eligible for employer-based visa sponsorship now or in the future.