Executive Assistant - Field Operations

Aspen Dental; United States; Presencial; USD 85.000 - 100.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Paid time off

Health, dental, vision benefits

401(k) with match

Competitive salary

Descripción de la vacante

Aspen Dental is seeking a highly organized Executive Assistant to support senior Field leadership from our Chicago headquarters. You will manage complex calendars, coordinate travel, and draft professional communications to ensure smooth operations and strategic alignment with company priorities.

The role requires 8+ years of high‑level administrative experience, advanced MS Office skills, and the ability to handle confidential information with discretion and professionalism.

Formación

• 8+ years of high‑level administrative support experience

Responsabilidades

• Serve as primary liaison between senior leadership and internal teams/external stakeholders
• Manage multiple dynamic executive calendars and travel arrangements
• Anticipate executive needs and align daily work with business priorities
• Prepare internal/external reports, presentations, and documents with accuracy
• Draft professional correspondence on behalf of senior leadership and maintain records

Conocimientos

Executive support

Calendar management

Travel coordination

Written & verbal communication

Multitasking & organization

Discretion & confidentiality

Educación

Bachelor’s degree in business administration, communications, or related field

Herramientas

Microsoft Office Suite

Teams

Google Meet

Descripción del empleo

The Aspen Group (TAG) is one of the largest and most trusted retail healthcare business support organizations in the U.S. and has supported over 20,000 healthcare professionals and team members at more than 1,300 health and wellness offices across 48 states in four distinct categories: dental care, urgent care, medical aesthetics, and animal health. Working in partnership with independent practice owners and clinicians, the team is united by a single purpose: to prove that healthcare can be better and smarter for everyone. TAG provides a comprehensive suite of centralized business support services that power the impact of five consumer-facing businesses: Aspen Dental, ClearChoice Dental Implant Centers, WellNow Urgent Care, Chapter Aesthetic Studio, and Lovet Pet Health Care. Each brand has access to a deep community of experts, tools and resources to grow their practices, and an unwavering commitment to delivering high-quality consumer healthcare experiences at scale.

We are seeking a highly organized and proactive Executive Assistant to provide dedicated support to senior Field leadership at Aspen Dental. Based at our corporate headquarters in Chicago, this role is critical in managing complex schedules, streamlining communication, and ensuring the seamless operation of executive functions both within and beyond the office. As a strategic partner to senior leaders, you will plan capacity, prioritize competing demands, and keep the executive focused on the work that moves the business forward. The ideal candidate has impeccable attention to detail and sound judgment, and is resourceful and proactive in anticipating the needs of executives. The ideal candidate will bring strong business acumen and an understanding of how the organization works, and can connect day‑to‑day priorities to larger company goals.

Essential Responsibilities

• Serve as the primary liaison between senior leadership and internal teams or external stakeholders.
• Manage several dynamic executive calendars, ensuring all logistical details are handled seamlessly.
• Think strategically: anticipate the executive’s needs, connect daily work to business priorities, and flag risks and opportunities early.
• Plan capacity and manage the executive’s time and workload so effort goes to the highest‑value priorities.
• Apply strong business acumen to understand how the company operates, prioritize requests, and make informed decisions.
• Plan and manage comprehensive travel arrangements, including flights, accommodations, transportation, and itineraries.
• Maintain accurate records of travel schedules and preferences to streamline future planning.
• Draft professional, polished communication for various audiences on behalf of senior leadership when appropriate.
• Assist in preparing internal and external reports, presentations, and other business documents, ensuring clarity, grammatical accuracy, and alignment with organizational branding.
• Process accurate and timely expense reports.
• Monitor expenses and liaise with finance teams to ensure policy compliance and resolve discrepancies when necessary.
• Provide administrative support for special projects, including planning, coordination, and follow‑up on deliverables.
• Assist with preparation for board meetings, executive retreats, and other high‑level events, ensuring all materials are ready and logistical details are confirmed.
• Anticipate challenges and identify creative solutions.
• Address urgent issues or requests from senior leadership with a resourceful, solutions‑oriented approach.

Requirements / Qualifications

• Education: Bachelor’s degree in business administration, communications, or a related field preferred.
• Experience: 8+ years of experience providing high‑level administrative support, including at least 3–5 years supporting executives or senior leadership.
• Experience: coordinating executive‑level travel, both domestic and international.
• Experience: working in a corporate, complex, or dynamic organization is a plus.
• Knowledge & Skills: Knowledge of basic financial processes, such as preparing expense reports and managing budgets.
• Advanced proficiency with the Microsoft Office Suite and collaboration tools (e.g., Teams, Google Meet).
• Exceptional organizational and multitasking skills, with the ability to prioritize effectively.
• Anticipates needs and solves problems before they collapse.
• Stays calm and flexible in a fast‑moving environment.
• Strong attention to detail with a high bar for quality and accuracy.
• Strong written and verbal communication skills, including the ability to draft polished, professional correspondence.
• Ability to build trust by using discretion and handling sensitive or confidential information with the highest level of professionalism.

Salary and Benefits

• Salary: $85-100k
• A generous benefits package that includes paid time off, health, dental, vision, and 401(k) savings plan with match