Executive Assistant To Ceo

Job Title: Administrative Executive Assistant

Department: C-Suite

Location: New York

Reports to: CEO

Compensation Range DOE: $80,000-$100,000

Company Overview

ProSmile is the fastest growing dental organization on the East Coast and has the largest network of affiliated multi-specialty dental practices in New Jersey, with an expanding footprint in Pennsylvania and Maryland. Our premier DSO is led by world class dentists who understand what highly skilled dentists and dental professionals need to grow a practice while focusing on delivering the best-in-class clinical care to their patients.

Position Summary

We are seeking a highly organized and detail-oriented Executive Assistant to provide comprehensive support to our CEO. This individual will play a crucial role in maintaining the CEO's schedule, coordinating documentation, crafting communications, and assisting with various administrative tasks to ensure the smooth operation of our executive team.

Duties and Key Responsibilities:

• Effectively manage and maintain the CEO's active calendar, scheduling meetings, appointments, and events, while prioritizing and optimizing their time.
• Make travel arrangements, including flights, accommodations, and itineraries.
• Organize and coordinate executive meetings, including preparing agendas, materials, and minutes when necessary.
• Extensive participation in the planning and orchestration of Board of Directors' activities and meetings
• Manage CEO’s correspondence and as needed communicate and respond on behalf of CEO.
• Provide communication support by drafting, editing, and proofreading various forms of communication, including emails, memos, reports, and presentations, ensuring accuracy and professionalism.
• Utilize your experience to meticulously review and examine expense accounts and reports, identifying discrepancies and ensuring compliance with company policies.
• Coordinate the collection, organization, and distribution of critical documents and reports, maintaining confidentiality and accuracy.
• Serve as a point of contact and liaison between the executive team and internal/external stakeholders.
• Provide ad-hoc support and guidance to CEO's Direct Reports as necessary.
• Perform routine administrative duties, including filing, record keeping, data entry, answering calls, managing office supplies, and office organization.
• Collaborate on special projects and initiatives, providing administrative support and research.
• Performs miscellaneous job-related duties as assigned.
• Onsite: Monday and Thursday (Woodbridge, NJ);Tuesday and Wednesday (Madison Ave (NY,NY)); Remote: Friday

Qualifications:

• Bachelor’s degree in business administration, Communications, or a related field.
• A minimum of 7 years’ previous experience of support at the senior or executive level.
• Proficiency in Microsoft Office Suite and calendar management software.
• Prior experience supporting C-Suite executives. 

Knowledge and Skills/Expected Competencies

• Proven experience in preparing documents and presentations for Senior Teams and Board Members.
• Professional demeanor and trustworthy in handling highly confidential information.

• Proven experience in reviewing and examining expense accounts and reports.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Discretion and the ability to handle confidential information.
• Exceptional attention to detail and accuracy.
• Ability to work independently and collaboratively in a fast-paced environment.

Physical/Mental Demands and Work Environment

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand, walk and use hands and arms to operate general office equipment (PC, telephone, file cabinets, copier, fax machine and printer). The employee may occasionally lift and/or move between 10 and 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus. The employee may need to travel to healthcare practices.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually low to moderate.

The Company reserves the right to modify the job description based upon its needs and may require the employee to perform functions beyond those mentioned above. Neither this job description nor any other communication creates an employment contract between the Company and the employee.

Equal Employment

Our culture encourages individual development, embraces an inclusive environment, rewards innovative excellence, and leads in provider and patient satisfaction. ProSmile valuesdiversity, inclusion, and equity as matters offairness and effectiveness. We are committed to hiring and retaining a staff that reflects the diversity of the communities we serve, fostering an inclusive working environment where staff of all backgrounds feel welcomed and engaged.

ProSmile is an Equal Opportunity Employer and encourages applications from individuals underrepresented in the medical sector, including people of color, and persons with non-traditional work and educational experience. All who believe they meet the stated qualifications are invited to apply.

Company Safety

We believe that the best care for our patients starts with the best care for our employees. ProSmile is committed to proactively creating and maintaining an environment that is safe for our team and patients. Employees are required to wear Personal Protective Equipment (PPE) including face masks, gloves, gowns, and more as needed and in accordance with CDC standards.

For posting purposes:

*Please note that we do not accept unsolicited submissions from agencies. Our Talent Acquisition Team must invite an agency partner to participate in this specific search.

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