Partners Dental Studio is hiring: Executive Administrative Assistant in Chanhass

Overview:
Partners Dental Studio is seeking an experienced, highly organized and detail-oriented Executive Administrative Assistant. This role is essential in ensuring the smooth operation of both personal and professional tasks for our executive team, as well as managing office management duties. This position is ideal for someone who is proactive, dependable, and capable of handling multiple tasks efficiently.

Key Responsibilities:

• Calendar Management:

  • Schedule and manage appointments, meetings, and travel arrangements for the CEO and COO.

  • Coordinate with other executives and departments to ensure efficient use of time.

• Communication:

  • Screen and manage phone calls and emails.

  • Draft and prepare correspondence on behalf of the CEO and COO.

• Meeting Coordination:

  • Organize and prepare for meetings, including scheduling, preparing agendas, and arranging conference calls or video conferences.

  • Take minutes during meetings and follow up on action items.

• Travel Arrangements:

  • Plan and coordinate all travel arrangements, including flights, accommodations, transportation, and itineraries.

• Inventory Management:

  • Maintain an inventory of office supplies and order new supplies as needed.

  • Manage equipment inventory and coordinate repairs or replacements.

  • Coordinate with vendors and service providers to ensure timely delivery of services and supplies.

• Expense Reporting:

  • Process and manage expense reports for the CEO and COO.

  • Track and reconcile corporate credit card statements.

• Project Management:

  • Assist with special projects, including research, data analysis, and presentation preparation.

  • Coordinate project teams and ensure deadlines are met.

• Confidentiality:

  • Handle sensitive information with the utmost confidentiality.

• Office Administration:

  • Oversee the administrative functions of the executive office.

  • Manage relationships with external vendors and service providers.

• Event Planning:

  • Organize and coordinate corporate events, including conferences, retreats, and client entertainment.

• Human Resources Support:

  • Assist with onboarding new executive team members.

  • Coordinate with HR for executive team needs.

• Policy and Procedure Implementation:

  • Ensure that the CEO and COO's office operates in compliance with company policies and procedures.

• Strategic Support:

  • Provide strategic support to the CEO and COO by anticipating needs and offering solutions to potential problems.

• Relationship Management:

  • Build and maintain relationships with key stakeholders, including board members, investors, and partners.

• Personal Tasks:

  • Assist with personal tasks as required, such as scheduling personal appointments or managing personal correspondence.

Qualifications:

• Organizational Skills:

  • Ability to manage and prioritize multiple tasks and projects.

  • Excellent time management skills to meet deadlines.

  • Proficient in maintaining calendars, schedules, and itineraries.

• Communication Skills:

  • Strong written and verbal communication skills.

  • Ability to draft professional correspondence and reports.

  • Good listening skills to understand instructions and needs.

• Interpersonal Skills:

  • Strong relationship-building and networking abilities.

  • Tact and diplomacy when dealing with sensitive information.

  • Ability to interact professionally with people at all levels of the organization and external parties.

• Technical Skills:

  • Proficiency in office software (Microsoft Office Suite, Google Workspace, etc.).

  • Familiarity with office management systems and databases.

  • Quick learner when it comes to new technology and software.

• Problem-Solving Skills:

  • Ability to anticipate problems and develop solutions.

  • Resourcefulness in handling unexpected situations.

  • Decision-making skills to act on behalf of the executive when necessary.

• Attention to Detail:

  • Precision in handling documents, reports, and data.

  • Accuracy in managing schedules and appointments.

• Confidentiality:

  • Trustworthiness in handling sensitive and confidential information.

  • Discretion when communicating with others about executive matters.

• Flexibility and Adaptability:

  • Willingness to take on various tasks as needed.

  • Ability to adapt to changing priorities and work under pressure.

• Professionalism:

  • Polished appearance and demeanor suitable for representing the executive.

  • Consistently high standards of work and ethics.

• Initiative:

  • Proactive in identifying and addressing potential issues.

  • Willingness to take on additional responsibilities to support the executive.

• Stress Management:

  • Ability to remain calm and focused in high-stress situations.

  • Resilience in the face of demanding workloads and tight deadlines.

• Cultural Sensitivity:

  • Understanding and respect for diverse cultures and viewpoints, especially in a global business environment.

Benefits:

• Comprehensive health, dental, and vision insurance.

• Competitive hourly rate.

• Paid time off and holidays.

• Retirement plan with company match.

• Opportunities for professional development and growth within the company.

Application Instructions: To apply for this position, please submit your resume and a cover letter detailing your relevant experience and why you would be a great fit for Partners Dental Studio. Applications can be sent to sarah@partnersdentalstudio.com