Job Abstract

Mary's Center is committed to promoting diversity, equity and inclusion (DEI) within our organization and the communities we serve. We embrace diversity of experiences, ideas, and individuals, and seek to bring a diverse group of candidates to the table.

Important Note: Mary’s Center is mandating the COVID-19 vaccine + booster for all staff.

Position Summary

The Dental Executive Assistant will provide administrative and operational support to the EVP of Dentistry. This individual will be responsible for a wide range of administrative activities, including management of complex calendars, tracking key deliverables, coordinating meeting agendas, and manage information flow in a timely and accurate manner. They will be required to deliver high level written and verbal communications, presentations, and other documents as directed. The ideal individual will exercise sound judgment and possess strong administrative and organizational skills. The Dental Executive Assistant must be able to work under pressure handling a wide variety of activities and confidential matters with discretion. The individual must enjoy working in an environment that is mission-driven, results-driven, and focused on improving community health.

Reportability

This position will report directly to the EVP of Dentistry.

Essential Duties and Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

• Provide comprehensive high-level administrative and operational support to the EVP that ensures outstanding communication and responsiveness.
• Provide sophisticated calendar management; prioritize inquiries and requests, troubleshoot conflicts with little guidance, and make judgments and recommendations as needed. Coordinating with staff, internal and external stakeholders, agencies, advocates, community partners, and other stakeholders as needed.
• Represent the EVP at events, activities, and meetings, as required.
• Support EVP with internal and external communications.
• Serve as a liaison to the CEO and EVPs and their supporting staff.
• Prepare and edit high-quality polished correspondence, communications, presentations, and other documents as directed. Record and transcribe meeting minutes.
• Maintain the EVP’s testimonies for use of Marketing and Communication Departments.
• Conduct research and information gathering on behalf of the EVP and prepare summaries and reports.
• Arrange, coordinate, and prepare for meetings and events for convenings, retreats and other appropriate logistics.
• Work in strong partnership with the EVP and C-Level staff to meet Mary Center’s goals and objectives.
• Coordinate travel and accommodation arrangements and prepare itineraries for EVP. Assist EVP with creation and submission of expense reports.
• Answer and screen all calls (executive office), inquiries, visitors, and correspondence and route all accordingly.
• Strengthen relationships with existing members, help to identify areas where improvement is needed, and convey information to Senior Leaders and other MC staff when needed.
• Identify and respond to requests for information and service or forward to appropriate MC staff within 48 hours from receipt.
• Introduce key organization members with Mary’s Center key leaders including clinical, development, quality improvement, training, operations, finance, People Dept, and IT as applicable to create a high touch experience when needed.
• Maintain a strong knowledge of Mary’s Center’s Services.
• Work collaboratively with MARCOM to assure website postings are up to date and weekly bulletin information is comprehensive.
• Maintain quality filing and communications systems including in-office files, contact management, document management, and archiving. Revise published filing, archiving, and retention procedures as needed.
• Manage and maintain office supplies inventory, anticipate needed supplies; evaluate new office products, submit/expedite orders for supplies, verify receipt and deployment/storage of supplies in the designated locations.
• Manage the credit card for the Office of the EVP, including tracking its use, collecting all receipts, reconciling monthly credit card statement, and preparing an organized spreadsheet of all monthly expenses for the finance department in a timely manner.
• Receive and record all time-off and vacation requests from staff supervised by the EVP.
• Ensure all supervisees of the EVP complete timecards accurately and timely.
• Complete the EVP’s timecard.
• Perform other related duties as assigned.

Qualifications

The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge, Skills & Abilities –

• Minimum of bachelor’s degree preferred.
• 5 years of administrative experience supporting high-level executives and providing project coordination and support.
• Proven experience organizing and directing multiple teams and departments.
• Experience working with a team in a fast-paced setting and excellent verbal, written and analytical skills.
• Ability to work with EVP on time-sensitive matters and communicate on their behalf, as needed.
• Proven ability to handle and maintain sensitive and confidential personal and financial information with discretion and high ethical standards.

• Must be able to work flexible hours when needed to accommodate early or late meetings or events.
• Must be able to travel to meetings and events as needed.

Language Requirement – Ability to communicate effectively in English is required. Additional language proficiency or fluency preferred.

Physical Demands – Regularly required to sit; frequently required to reach with hands and arms, walk, stoop, kneel, crouch, talk or hear; must be able to lift objects up to twenty-five (25) pounds.

Work Environment – Mostly in a typical office or clinic setting with quiet to moderate noise level. May be exposed to extreme cold, heat, and humidity due to outside weather conditions.

The Benefits:

• Health Insurance: medical, dental & vision – plus retirement options through 403(b) contribution and investment opportunities
• 25 days of paid leave annually (in addition to paid holidays), plus 5 educational days
• Tuition reimbursement of $2000/year towards education assistance and professional development
• Transportation subsidy via metro & bus
• Employee Assistance Program (EAP)