Administrative Assistant

Description:

Unlock Your Best Life And Make a Difference

Lampa Dental Group is a nationwide joint venture with productive dentists. We apply a practice-first approach that showcases the individual cultures of every practice and honors same-store growth. We calibrate for optimal business and patient health through business advisory, operations, coaching, and marketing.

We seek world-class servant leaders eager to collaborate and bring the talents and skills necessary to help our practices achieve high-performance results.

At Lampa Dental Group, we believe in purposeful integrity and act as cultural stewards so our partner doctors can experience the seamless integration of their philosophy of care through every area of the practice.

The Administrative Assistant is a key role responsible for providing comprehensive administrative support to executives within the Lampa Dental Group organization. This position requires exceptional organizational skills, attention to detail, and the ability to handle sensitive information with the utmost confidentiality. The Administrative Assistant will also be responsible for understanding and assisting in the implementation of the RACI framework to ensure effective communication and collaboration within the executive team and across the organization.

Responsibilities

1. Administrative Support

• Manage the executives' meeting arrangements, travel logistics, and prepare itineraries and ensure all necessary documents and arrangements are in place
• Prepare and distribute correspondence, reports, presentations, and other documents as requested by the executives.
• Conduct research, collect data, and compile information for various reports and projects.
• Handle incoming and outgoing communications, including phone calls, emails, and other correspondence, on behalf of the executives.
• Facilitate the executives' projects to ensure timely execution based on defined objectives and parameters for each project
• Miscellaneous support: Assisting with ad-hoc tasks and providing general administrative support as needed. This can include organizing events, coordinating office activities, and managing special projects.

2. RACI Implementation

• Collaborate with the executive team to identify and document key responsibilities, decision-making authorities, and communication channels using the RACI framework.
• Ensure that roles and responsibilities are clearly defined and understood by all stakeholders involved in executive-level projects and initiatives.
• Facilitate RACI discussions, ensuring that each team member's responsibilities are aligned with their role and expertise.
• Monitor and evaluate the effectiveness of RACI implementation and make recommendations for improvement as necessary.

3. Information Management

• Conduct research, compile data, and prepare reports or presentations for the executive. This may involve gathering information, analyzing data, and summarizing findings.
• Maintain confidential and sensitive information, including contracts, legal documents, and financial records, with a high degree of professionalism and discretion.
• Develop and maintain an organized filing system, both electronically and physically, to ensure efficient retrieval of information.
• Coordinate the flow of information between executives, departments, and external stakeholders, ensuring timely and accurate dissemination of information.

4. Meeting Coordination

• Prepare meeting agendas, collate and distribute meeting materials, and record meeting minutes.
• Coordinate and host conference calls, Zoom meetings
• Manage logistics for offsite executive meetings, including booking venues, arranging catering, and setting up audiovisual equipment as needed.

5. Relationship Management

• Act as a liaison between executives and internal/external stakeholders, maintaining positive and professional relationships.
• Coordinate executive-level communication, ensuring timely responses and follow-ups.
• Build strong working relationships with team members and departments to facilitate effective collaboration and information sharing.

Requirements:

Required Skills/Abilities

• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Strong written and verbal communication skills.
• Discretion and confidentiality when handling sensitive information.
• Familiarity with the RACI framework and its implementation in a professional setting.
• Strong interpersonal skills and the ability to work effectively in a team environment.
• Attention to detail and accuracy in all work tasks.

Education and Experience

• 3-5 years of experience as an administrative assistant or in a similar role.
• Proficiency in using office software (e.g., Microsoft Office Suite) and other relevant tools such as CRMs and project management software tools.