Position Summary

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).

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