Job Opening at Bethesda Family Dentistry: Administrative Assistant

Job Description

Bethesda Family Dentistry is excited to announce a new opening for a dedicated and detail-oriented Administrative Assistant. We are seeking a professional individual who thrives in a dynamic, fast-paced environment and is proficient in multitasking and maintaining administrative workflows. This position is Full-Time and offers the flexibility to work Fully Remote, allowing professionals from all geographical locations to be a part of our forward-thinking team.

The Administrative Assistant will play a crucial role in the smooth operation of our office by managing daily administrative tasks and supporting our staff. This role requires exceptional organizational skills and a proactive attitude towards problem-solving. Join us and help contribute to our mission of providing exceptional dental care by ensuring our administrative processes run efficiently and effectively.

Duties and Responsibilities

• Maintain and manage daily office operations and ensure organizational effectiveness and efficiency.
• Handle administrative requests and queries from senior managers in a timely manner.
• Organize and schedule meetings, appointments, and manage travel itineraries for staff.
• Prepare necessary paperwork, including memos, emails, invoices, reports, and other correspondence.
• Create and maintain filing systems, both electronic and physical.
• Manage office supplies inventory and place orders as necessary.
• Implement and monitor office policies and procedures.
• Assist in the preparation of regularly scheduled reports.
• Develop and update administrative systems to make them more efficient.
• Resolve administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
• Ensure operation of office equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques.
• Coordinate with IT department on all office equipment and issues.
• Ensure security, integrity, and confidentiality of data.
• Assist with onboarding new employees.
• Manage agendas, travel arrangements, appointments, etc. for the upper management.
• Support budgeting and bookkeeping procedures.
• Handle customer inquiries and complaints.
• Maintain a safe and secure working environment.

Requirements

• Proven experience as an administrative assistant or office admin assistant.
• Knowledge of office management systems and procedures.
• Working knowledge of office equipment, like printers and fax machines.
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular).
• Excellent time management skills and the ability to prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to multi-task.
• High School degree; additional qualification as an administrative assistant or secretary will be a plus.
• Experience handling confidential information and understanding the need for discretion.
• Ability to work independently and as part of a team.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
• Ability to analyze and revise operating practices to improve efficiency.
• Detail oriented and comfortable working in a fast-paced office environment.
• Exceptional communication and customer service skills.
• Technical skills, including troubleshooting of various office equipment.