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About the Role

Ivoclar is seeking a highly organized, professional, and customer-focused Executive Administrative Assistant / Receptionist to serve as the first point of contact for visitors, customers and others. In this role, you will provide administrative support while ensuring the smooth day-to-day operation of the reception area and office services functions. The ideal candidate is proactive, detail-oriented, and thrives in a fast-paced environment where exceptional service, discretion, and professionalism are essential.

Responsibilities

Greet, direct, and assist visitors.
Maintain a positive first impression of Ivoclar through exceptional customer service.
Handle incoming calls, mail, and email correspondence professionally and efficiently.
Provide administrative support to the Executive Team, Office Services Manager, and Office Services team.
Coordinate meetings, calendars, appointments, and video conferences.
Prepare correspondence, presentations, reports, meeting materials, and meeting minutes.
Maintain filing systems, databases, records, and other administrative documentation.
Assist with special projects and departmental initiatives as assigned.

Requirements

Minimum of 5 years of executive administrative support experience.
Strong organizational and multitasking abilities with exceptional attention to detail.
Excellent verbal and written communication skills.
Demonstrated ability to maintain confidentiality and exercise sound judgment.
Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
Ability to prioritize multiple assignments and meet deadlines in a dynamic environment.
Strong interpersonal skills with the ability to interact professionally with all levels of the organization.
Experience planning and coordinating meetings
Experience processing expense reports, preferably using Concur.
Notary Public certification or willingness to become certified.
Candidates must be legally authorized to work in the United States on a permanent basis.
This position is not eligible for employer-based visa sponsorship now or in the future.

Skills

Microsoft Office Suite
Outlook
Word
Excel
PowerPoint
Concur

Location

Amherst, NY

Work Type

Full-time

Experience Level

5+ years of executive administrative support experience

Education Level

Associate's or Bachelor's degree
Notary Public certification

Salary/Compensations

$24.00/hour - $31.25/hour

About the Company

Ivoclar has been a leader in dentistry for over a century.
Today, we are one of the world’s leading dental companies.
Our integrated solutions are helping to improve the state of oral health throughout the world.
We share one mission: Making People Smile!
As an international family business with a long-term perspective, we know that it is our around 3700 employees that are the key to our success.

Equal Opportunity

Ivoclar is committed to Equal Employment Opportunity and Affirmative Action and, as such, affirms in policy and practice to recruit, hire, train, and promote, in all job classifications, without regard to race, religion, color, national origin, citizenship, sex, age, veteran status, disability, genetic information, sexual orientation, gender identity or any other protected characteristic.
Ivoclar will not discriminate against persons because of their disability and will make reasonable accommodations for known physical or mental limitations of qualified employees and applicants with disabilities.
We will also make reasonable accommodations during the interview and selection process.