Executive Assistant

Willamette Dental; Hillsboro (OR); On-site; USD 69,000 - 82,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) with 5% match

Tuition reimbursement

Commuter benefits

PTO 120 hours

Job summary

Willamette Dental is seeking an Executive Assistant to provide high-level administrative support to the Executive team. Responsibilities include scheduling, travel planning, preparing reports and presentations, and coordinating communications across departments.

The role requires a Bachelor’s degree and at least three years of experience supporting executives, with proficiency in Axium and Microsoft 365 tools. A competitive compensation package is offered, with extensive benefits and PTO.

Qualifications

• Bachelor’s degree preferred with at least three years of executive-level support experience or an equivalent combination of education and experience.
• Ability to prepare reports, edit correspondence, and schedule meetings.
• Proficient with Microsoft Office, especially PowerPoint, Outlook and Teams.

Responsibilities

• Coordinate daily appointments, meetings, and teleconferences for Executives.
• Prepare and edit correspondence, reports, and presentations.
• Book travel arrangements and process expenses.
• Prepare materials for meetings and distribute minutes.
• Coordinate executive communications between departments.
• Support high-level communication between departments.

Skills

Executive support

Clerical accuracy

Research

Presentation prep

Communication

Education

Bachelor’s degree

3+ years experience

Tools

Axium

PowerPoint

Outlook

Microsoft Teams

Job description

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. Manage various administrative projects from conception to completion.

Essential Position Functions

• Manage and coordinate daily appointments, meetings, and teleconferences for all Executive in support.
• 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.

Education & Experience

Bachelor’s degree preferred and a minimum of three years’ experience providing higher executive level support OR equivalent combination of education and experience which may include dental clinic experience and demonstrated experience using Axium, Microsoft products, especially PowerPoint, Outlook, Microsoft Teams that will provide the ability to perform the essential functions of the position.

Expected hourly hiring range for this position depending on experience:

$69,000 - $82,000 USD

Compensation

The actual base pay offered to the successful candidate will be based on multiple factors, including but not limited to education, job‑related knowledge/skills, experience, geographical location, and internal equity.

This position is also eligible for incentive pay in accordance with the terms of the Company’s plan.

Company Benefits

Willamette Dental offers the following benefits for this position, subject to applicable eligibility requirements: medical, dental and vision insurance, tuition reimbursement, flexible spending accounts, 401(k) retirement plan with 5% match, accidental death and dismemberment insurance, life insurance, voluntary disability insurance, commuter benefits, two complimentary pairs of Fig scrubs (clinical roles), and employee assistance program.

Paid Time Off (PTO): Eligible employees will accrue a minimum of 120 PTO hours per employment year in addition to seven paid holidays annually. The Company’s PTO program combines vacation and sick leave, which is more generous than Washington State’s Sick Leave Law. Employees in part-time roles working less than 40 hours per week will accrue PTO on a pro-rated basis.

Physical Requirements

The work is primarily performed while sitting and/or standing, but will require occasional walking, bending, stooping and carrying light items such as papers, books, or other supplies. The incumbent uses a computer and other standard office equipment to complete tasks.

Willamette Dental is an equal opportunity employer.

We provide equal employment opportunities to all employees and applicants for employment without regard to an individual’s race (including physical characteristics historically associated with race), religion, color, age, sex (including pregnancy), national origin, veteran status, disability, marital status, genetic information, sexual orientation, gender identity, pregnancy‑related condition, or any other classification protected by applicable federal, state or local laws.

This job description is not meant to be an all‑inclusive list of duties and responsibilities, but constitutes a general definition of the position’s scope and function in the company.

This position may be exposed to PHI in the course of his/her duties, and will handle protected information (PHI) in a manner consistent with the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

Note: We comply with the Americans with Disabilities Act and consider reasonable accommodation measures that may be necessary for qualified applicants/employees to perform essential job functions.

We are required to compile the following information for statistical purposes in order to comply with certain federal regulations relating to Equal Employment Opportunity and The information you provide is strictly on a voluntary basis, and the content of the information will not affect your eligibility for employment. Likewise, if you choose not to provide this information it will not affect your eligibility for employment in any way.