Overview
Receptionist/Administrative Assistant Jobs in Springfield, OH at Springfield Gentle Dental
POSITION SUMMARY:
The USAntibiotics (USAN) Executive Assistant is responsible for providing high-level administrative support to the USAN President. This position is responsible for assisting the President, USAN with organization, planning and administrative functions serving as a gatekeeper to the president’s time and priorities. The Executive Assistant will work closely with the USAN leadership team in support of complex tasks requiring discretion and strong organizational skills. The Executive Assistant will prepare correspondence, memorandums, and reports as well as schedule meetings and events, coordinate training and other administrative tasks. The Executive Assistant will manage all meeting minutes, prepare appropriate action follow-up plans and documents and assemble and maintain statistical data.
ROLES & RESPONSIBILITIES:
Assumes responsibility for the effective performance of all assigned administrative and clerical functions.
Represents USAN to receive and welcome visitors and telephone calls and either notify staff members or record and relays messages.
Conducts visitors to proper offices and announces them.
Maintains the office calendar, including the schedule for the company president.
Updates contacts and articles in the database, using database to export information, merge letters, make contact lists, produce labels, and prepare group emails.
Types proofread and edit documents and assemble a variety of documents including memos, letters, and reports.
Sorts and distributes incoming mail to appropriate executives.
Communicate with members of the management team regarding dates, locations, and times of meetings.
Plans and attends weekly executive team meetings, project meetings and other planning meetings as required and prepares minutes and facilitates distribution for approval and action items.
Prepares and maintains assigned records and reports.
Assembles, tabulates, calculates, and maintains financial and statistical data on a regular and special basis.
Prepare documents and presentations.
Assembles internal reports submitted to management and committees.
Maintains policy manuals, federal guides, and other library reference material.
Maintains effective business relations with customers and external contacts.
Resolves customer requests, complaints, and problems or refers them appropriately.
Promotes goodwill and conveys a positive image of the company.
Establishes and maintains effective working relationships with area staff and with management.
Assists other support personnel and area associates as needed.
Keeps management informed of area activities and of any significant problems.
Performs special operations and manages special projects as assigned.
Conducts job duties in accordance with corporate values and culture.
Create presentations for company meetings.
Plans for company social events and help with arrangements for company meetings.
Responsible for ensuring that company literature, banners, and other business apparel and gifts are ordered for associates, as approved/requested by the president.
Submits maintenance and IT tickets to JH shared services departments as required.
Assists with proofreading and distributing provider contracts for recruiting, as directed by the president.
Manages office supplies for administrative area.
Maintains notary public certification.
QUALIFICATIONS – EDUCATION, WORK EXPERIENCE, CERTIFICATIONS:
EDUCATION:
Bachelor’s degree or equivalent experience.
EXPERIENCE REQUIRED:
Ten years of administrative experience, with at least 5 years as an executive assistant.
Exceptional communication skills required to include verbal and written communication to effectively interact with internal and external stakeholders.
Discretion and confidentiality required. Ability to manage sensitive information with utmost confidentiality.
Strong organizational skills required. Ability to prioritize tasks, manage multiple projects simultaneously and meet deadlines.
Attention to detail with a meticulous focus on accuracy and thoroughness in all tasks.
Advanced PC skills to include proficiency with MS Outlook, Word, Excel, and Power Point. Experience with Salesforce is a strong plus.
Strong quality management skills with ability to manage multiple, competing tasks and priorities ensuring efficient workflow mapping.
Ability to work with IT to ensure videoconference meetings are set up.
Works with contracts and mail merge documents.
Create, proofread, and assemble a variety of documents including memos, letters, reports, etc.
Good problem-solving skills and ability to track and resolve customer complaints and problems – and/or report as appropriate.
Ability to establish and maintain positive effective working relationships with other staff.
Word processing skills that are quick and precise; editing and proof-reading documents using correct grammar, spelling and punctuation
Strong interpersonal and public relations skills.
Build relationships that motivate, guide, and/or reinforce the performance of others toward goal accomplishments.
Solid analytical, creative, and problem-solving abilities.
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Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected. They are also essential to an effective appraisal system and related promotion, transfer, layoff, and termination decisions. Well-constructed job descriptions are an integral part of any effective compensation system.
All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate.
In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.
Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law.
Job Type: Full-time
Pay: $61,000.00 – $70,000.00 per year
Benefits:
401(k)
Dental insurance
Employee assistance program
Health insurance
Life insurance
Paid time off
Professional development assistance
Vision insurance
Schedule:
Day shift
Application Question(s):
Do you now, or will you in the future, require immigration sponsorship for work authorization (e.g., H-1B)? (if hired, verification will be required consistent with federal law).
Experience:
administrative: 10 years (Required)
Ability to Commute:
Bristol, TN 37620 (Preferred)
Ability to Relocate:
Bristol, TN 37620: Relocate before starting work (Required)
Work Location: In person
Title: Receptionist/Administrative Assistant
Company: Springfield Gentle Dental
Location: Springfield, OH
