Senior Executive Administrative Assistant | Confidential, High-Impact Support

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

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.