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job overview

Administrative / Clerical job in Chicago, Illinois

Executive Assistant

Overview

Aspen Dental Management, Inc. (ADMI) is one of the largest and most trusted retail healthcare business support organizations in the U.S., supporting 15,000 healthcare professionals and team members at more than 1,000 health and wellness offices across 46 states in three distinct categories: Dental care, urgent care, and medical aesthetics. 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. ADMI provides a comprehensive suite of centralized business support services that power the impact of four consumer-facing businesses: Aspen Dental, ClearChoice Dental Implant Centers, WellNow Urgent Care and Chapter Aesthetic Studio. 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. As a reflection of our continued growth, we have an exciting opportunity to join our corporate team as an Executive Assistant.

Responsibilities

Reports To

Chief Operations Officer(Primary), Field Ops SVP Team(Secondary)

 

Key Partnerships

  • All C-Suite leaders
  • All Admins
  • HR team
  • Leaders at PSC and in the field

Purpose

We are looking for an Executive Assistant to support internal and external parties with a high level of professionalism with a manner that reflects positively on the organization. Reporting directly to the COO the Executive Assistant will also provide high-level administrative support to the Field Operations SVP Team. The Executive Assistant also serves as a liaison to the senior management teams; organizes and coordinates executive outreach and external relations efforts and oversees special projects. They must be creative and enjoy working within an entrepreneurial environment. The ideal individual will exercise good judgment in complex and diverse situations, will have strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance while juggling multiple priorities.

 

Essential Responsibilities

  • Provide administrative assistance: writing and editing emails, drafting memos and preparing communications on the executive's behalf.
  • Organize meetings, including scheduling, sending reminders, and organizing catering when necessary.
  • Manage highly sensitive matters and information with the utmost confidentiality and discretion.
  • Sustain a daily calendar of meetings and events.
  • Proficient in Microsoft Suite - prepare Word, Excel, PowerPoint presentations; draft agendas and reports and other documents in support of objectives for the organization.
  • Arrange travel and accommodations for executives. Manage and process expenses.
  • Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
  • Excellent communication and time management skills; proven ability to meet deadlines.
  • Ability to function well in a high-paced environment; performing additional duties as assigned by executives.
  • Manage the Executive's contacts.
  • Attentive and responsive to emails/texts/phone calls with contact outside normal business hours.
  • Represent the company and the Executive in a positive light through impeccable follow-through skills while using sound judgment.
  • Conserve the Executive's time by reading, researching, collecting, and analyzing information in advance.
  • Complete ad hoc projects as assigned – such as personal events and/or family needs.

Minimum Education and Experience

  • Excellent verbal and written communication skills
  • Strong organizational skills and ability to multitask 
  • Problem-solving and decision-making skills
  • Ability to act as gatekeeper and escalate relevant information to executives as needed
  • Ability to work effectively with minimal supervision
  • Strong interpersonal skills
  • Exceptional attention to detail
  • Bachelor's degree required
  • 5+ years of related experience preferably working in an executive assistant role supporting C-Level executives.
  • Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
  • Ability to communicate effectively and professionally.
  • Flexible hours as dictated by the needs of business for projects and meetings

 

About Aspen Dental Management, Inc.: ADMI is a dental support organization providing non-clinical business support services to independent, doctor owned Aspen Dental-branded dental practices.  Today, there are more than 900 Aspen Dental locations across the US.  ADMI has support center operations in East Syracuse, NY, Chicago, IL and Chandler, AZ.

Available Locations

ADMI - Chicago, Illinois 60607 United States