What are the responsibilities and job description for the Executive Administration Manager position at Willamette Dental Group?
The Executive Administration Manager manages the employees and work performed by the Executive Administration department.
Essential Position Functions
- Manages the Executive Administration Team including recruiting functions, onboarding, and training of staff.
- Oversees the daily operations of the Executive Administration department by creating and monitoring the annual budget, creating policy and process improvements, ensuring department compliance, and collaborating with other departments.
- Provides mentoring, coaching, and performance management for direct reports by setting goals, deadlines, and tasks to ensure support and operational needs are met. Ensure annual performance reviews are delivered in a timely manner.
- Provides support and assists in the tracking of work projects and the delegation of work assignments among the Executive Administration Team to help ensure smooth and effective operations.
- Manages Executive Administration travel coordination, processing of expense reports and reconciliation of credit card allocations.
- Coordinates logistics with high-level meetings both internally and externally on behalf of assigned Executive leaders.
- Manages and approves Executive Administration department credit card charges and also serves as a company credit card system expert.
- Ensures that all company policies and procedures are followed and core values are exemplified.
- Manages event bookings from inception to completion for all work-related quarterly events, both on-site and off-site, including preparation of meeting material and content.
- Plans, schedule and promotes administrative events including meetings, conferences, interviews and offsite training sessions for the organization.
Non Essential Position Functions
- Additional duties as assigned
Job Qualifications
Education and Experience
BA/BS degree in Business Administration or equivalent executive administrative experience required 3-5 years. Minimum of 2 years as a manager in a fast-paced organization preferred.
Licenses, Certifications and Registrations
- Oregon certified notary preferred, or will obtain within the first 6 months.
Knowledge of:
- Advanced proficiency of all MS Office products, including Word, Excel, Outlook, and PowerPoint
- Advanced proficiency using Zoom and MS Teams
Skill In:
- Excellent verbal and written communication skills
- Excellent time management, organization, project management and prioritization skills
- Excellent attention to detail and follow through
- Multi-tasking, problem-solving, and analytical skills
- Always possesses confidentiality
- Exceptional leadership and time management skills
- Strong critical thinking and coaching interpersonal skills
- Ability to plan and keep track of a multiple number of projects and deadlines at once
- Familiarity with budget planning and enforcement
- Resourceful, collaborative, adaptable and able to think fast on their feet
Ability to:
- Manage multiple tasks simultaneously and handle sensitive and confidential information in a discreet manner
- Ability to coach and mentor staff for performance excellence
- Manages and works closely on projects from inception to completion
- Work independently in a fast-paced environment
- Be flexible, detail oriented, and anticipatory of needs
- Be nimble and adapt to needs of Executives or team members
- Ability to work with all staff levels demonstrating appropriate assertiveness and coaching
- Knowledge of basic business and management principles as applied to leadership, staffing, strategic planning and human resources
Company Overview
Physical Requirements:
The work is primarily performed while sitting and/or standing, but will require occasional walking, bending, stooping and carrying light items such as papers, books, or other supplies. The incumbent uses a computer and other standard office equipment to complete tasks. This position may be eligible for a Hybrid work schedule.
Willamette Dental Group is an equal opportunity employer.
We provide equal employment opportunities to all employees and applicants for employment without regard to an individual’s race (including physical characteristics historically associated with race), religion, color, age, sex (including pregnancy), national origin, veteran status, disability, marital status, genetic information, sexual orientation, gender identity, pregnancy-related condition, or any other classification protected by applicable federal, state or local laws.
