Administrative Assistant

  • Full-time

Company Description

At Spear our mission is to help dentists and their teams in the pursuit of “great dentistry.” As the market leader in clinical and practice growth solutions we offer our clients' practices holistic solutions ranging from a full Learning Management System and CE eligible content for every role in the practice, to practice consulting with a robust analytics platform to support meeting practice objectives. We partner with our customers and provide solutions that complement their normal workflows such as annual subscriptions for patient engagement tools including; waiting room videos, website videos, and chair side patient engagement videos to improve patient case acceptance.

Job Description

ROLE SUMMARY

The Administrative Assistant will provide auxiliary support to the Executive Assistant in handling the day to day administrative requirements for the CEO, COO, CFO & President, while providing a positive, professional company image with all internal and external contacts, maintaining confidentiality, discretion, tact, diplomacy and flexibility in their daily work routine.

DAY-TO-DAY RESPONSIBILITIES

Administrative

  • Back-up to Executive Assistant in managing Executives’ calendars
  • Coordinate large meetings: includes reserving meeting space, confirming head counts, ordering meals, preparing materials, set up and take down
  • Oversee corporate conference room scheduling
  • Respond to and screen calls/emails /visitors promptly and handle appropriately
  • Coordinate all travel arrangements; domestic & international (Hotels/ plane tickets / visas / ground transportation/ restaurants) and prepare itinerary for Executive and any others directly traveling with the Executive
  • Manage incoming mail and correspondence with discretion, ensuring confidentiality is maintained
  • Create, maintain and process expense reports and purchase orders
  • Perform personal errands for C-level executives
  • May provide assistance to other managers as needed

General administrative duties

  • Partner with key stakeholders to complete special projects as assigned
  • Support Executive Assistant in preparing PowerPoint presentations, Word or Excel documents for various meetings and presentations
  • Proof read documents for spelling, grammar and punctuation
  • Prepare presentation materials or statistical reports and distribute as required
  • Filing and organization of documentation for Executives
  • Conduct research and compile data as required; excellent internet research skills needed
  • Complete all other duties as required

Qualifications

  • 5+ years of experience as an administrative assistant or similar support role
  • Excellent communications skills both written and oral are required
  • Highly proficient in Microsoft applications (Outlook, Word, Excel & Power Point)
  • Must thrive in an ever-changing environment, be proactive, self-disciplined and able to demonstrate a high level of productivity
  • Highly organized, flexible and detail oriented; able to multitask, prioritize and meet deadlines under tight deadlines while under pressure
  • Professional proactive approach to controlling the work flow of a corporate executive team
  • Must demonstrate understanding of ethics, confidentiality, trustworthiness and integrity 
  • Reliability and confidentiality are of utmost importance
  • Attention to details, ability to take direction & initiative is a must
  • Must work well in a team environment and present a professional demeanor
  • Capable of anticipating needs and exercising good judgment

Additional Information

In addition, Spear offers some incredible amenities to its' employees:

  • Amazing Coworkers (everyone says so!)
  • 24 Hour Onsite Gym
  • Beautiful Facility
  • Monthly Company Sponsored Events (Team Building, Wellnes & Community Outreach)
  • Up to 3 weeks of PTO (plus a paid volunteer day)
  • And much more!

WORK ENVIRONMENT

  • Office environment, normal noise levels, comfortable temperature, no extreme conditions.
  • Professional attire required.
  • A personal vehicle is necessary for this position as the ability to run errands for executives will be required on a regular basis (lunch runs, offsite meetings, etc.)

PHYSICAL REQUIREMENTS

  • Please note that the above statement is intended to describe the general nature and level of work being performed by people assigned to this position. It is not to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel in this position. 
  • All personnel may be required to perform duties outside of their normal responsibilities from time to time as needed and a position’s duties & responsibilities may change over time as workflow necessitates.

EEO

  • Be Yourself. Spear is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.