Executive Assistant - DentalEZ Malvern

Executive Assistant - DentalEZ Malvern

Malvern, PA, USA

Salary

Full Time

Competitive benefit package, 15 days PTO annually

A multi-faceted role with responsibilities in three areas - Executive Support, Office Management, and Contracts Administration. This key role ensures corporate office continuity and increased productivity for the President and senior leadership team, working from a small, friendly corporate office. The role is a key enabler to improving the effectiveness of the President and senior staff, by proactively coordinating & prioritizing activity, anticipating needs, and aiding as needed.

Essential Duties and Responsibilities :

Organize and proactively manage the calendar for the President, balancing competing priorities.

Arrange travel for senior leaders and company visitors both domestic & internationally.

Prepare, organize and store correspondence, memos, presentations and reports

Work closely with the President coordinating assigned projects and programs.

Develop time saving processes and cost saving alternatives for administrative and office support functions.

Maintain strict confidentiality.

Manage general office budget, minimizing expenses and approving all purchase orders for office supplies and office equipment.

Maintain office equipment in good working order, coordinating with vendors and repair people as necessary.

Liaise with property management. Coordinate all contracted services.

Obtain quotes from vendors and suppliers for price, delivery and other details and implement purchasing practices to ensure the availability of forms, supplies, furnishings, and other materials in a cost effective manner while meeting employee and department needs.

Manage travel agency, including reviewing monthly statements and reports for reasonableness and compliance with the corporate travel policy.

Support corporate office security by supervising, monitoring and controlling the automated access control security system to ensure a secure office environment.

Coordinate Company sponsored social events.

Act as the hub and for the contracts process, including Federal and State government contracts, performing all functions assigned to the role with precision and timeliness.

Partner with other departments to ensure they have the information they need and are on track to meet their deadlines, escalating when necessary

Digitally organize and store all related documents for future retrieval.

Create and implement processes, templates and forms to improve the speed, accuracy and completeness for all involved, adjusting, modifying and communicating as requirements change.

Knowledge, Skills & Abilities Required :

Education and / or Experience : 8+ years of Executive Assistant experience to C-Level personnel.

Excellent communication skill, both written and oral.

Advanced to Expert level experience with traditional Microsoft Office products (Word, Excel, Power Point) as well as Office 365 Applications such as SharePoint, Teams, Forms. Ability to stay current as new applications are offered, with the ability to self-teach and teach others.

Ability to define problems, collect data, establish facts, and draw conclusions.

Proactive, detail oriented

Must have experience systematizing process flows for improved efficiency.

Ability to prioritize and multi-task.

Must be conscientious and detail minded.

Must be able to work in never-the-same-day-twice atmosphere

DentalEZ provides equal employment opportunity to all individuals regardless of their race, color, religion, creed, national origin or ancestry, sex (including pregnancy), gender (including gender identity, gender non-conformity and status as a transgender or transsexual individual), sexual orientation, age, physical or mental disability, use of a support animal because of the handicap or disability, citizenship, past, current or prospective service in the uniformed services (veteran status), genetic information, or any other status or characteristic protected by federal, state or local law. DentalEZ is a drug free workplace, candidates subject to post-offer, pre-employment drug screening.