Executive Administrative Assistant/Receptionist

Ivoclar Vivadent Inc.; Town of Amherst (NY); On-site; USD 33,000 - 43,000; Full time

Job summary

Ivoclar Vivadent Inc. in the United States is seeking an Executive Administrative Assistant / Receptionist to be the first contact for visitors and calls, providing support to the Executive Team and Office Services.

You will manage calendars, prepare materials, and maintain records with discretion and professionalism. The role requires strong organizational skills, excellent communication, and the ability to thrive in a fast-paced 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

• Reception & Visitor Experience: Greet, direct, and assist visitors; maintain a positive first impression with exceptional customer service; handle incoming calls, mail, and email correspondence professionally and efficiently.
• Administrative Support: Provide support to the Executive Team, Office Services Manager, and Office Services team; coordinate meetings, calendars, appointments, and video conferences; prepare correspondence, presentations, reports, and meeting materials; maintain filing systems and records; assist with special projects.

Skills

Executive support

Organizational skills

Communication

Confidentiality

Microsoft Office

Education

Associate's or Bachelor's degree

Tools

Concur

Job description

• Full-Time
• On-site

Locations

Showing 1 location

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- $31.25/hour, depending on experience, qualifications and location. Final compensation will be determined during the interview process.

About the Role

Ivoclar is seeking a highly organized, professional, and customer-focused Executive Administrative Assistant / Receptionist to serve as the first point of contact for visitors, customers and others. In this role, you will provide administrative support while ensuring the smooth day-to-day operation of the reception area and office services functions.

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

What You'll Do

Reception & Visitor Experience

• Greet, direct, and assist visitors.
• Maintain a positive first impression of Ivoclar through exceptional customer service.
• Handle incoming calls, mail, and email correspondence professionally and efficiently.

Administrative Support

• 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.

What You'll Bring

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 Affirmative 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

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.