Administrative Assistant

About us

At Orthodontic Experts, we are committed to delivering exceptional patient care and setting the standard for orthodontic excellence. With over 30 locations across the greater Chicagoland area, Wisconsin, and Indiana, and continued growth ahead, we are focused on transforming smiles and making a meaningful impact in the communities we serve.

We are looking for team members who are passionate about high-quality care and align with our Core Values:

• Accountability
• Continuous Improvement
• Inclusion
• Integrity
• Respect
• Teamwork
• Transparency

If you are seeking an opportunity to grow your career in a purpose-driven, patient-centered organization, we encourage you to apply.

Description

The Administrative Assistant provides administrative, organizational, and operational support to the President and Vice President of Marketing and Business Development. This role is responsible for maintaining business development databases, coordinating meeting logistics, organizing reports and research, tracking project deadlines, and ensuring business development activities remain organized and on schedule.

The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities while maintaining accuracy and professionalism.

Duties consist of but not limited to

Administrative & Executive Support

• Provide administrative support related to business development activities and projects, as directed by the President and Vice President of Marketing and Business Development.
• Enter and maintain notes, updates, and records within business development software platforms.
• Organize and maintain electronic files, reports, and documentation.
• Assist with preparation of presentations, reports, and business materials.
• Coordinate and schedule meetings, including preparation of agendas and meeting materials.
• Record, organize, and distribute meeting notes and action items.

Database & CRM Management

• Create and maintain contact lists of Medicaid and private dental providers.
• Enter and update provider information and business development activities within company software.
• Upload provider reports and business intelligence data into company systems.
• Update quarterly heat maps and territory information as directed by leadership.
• Maintain current competitor information and market intelligence within business development software.
• Oversee external contractors editing data in the software

Reporting & Data Analysis

• Review monthly reports and assist in analyzing bonding metrics and doctor days by clinic.
• Compile and organize reports for leadership review.
• Monitor data accuracy and ensure information remains current within all systems.

Travel & Logistics Coordination

• Manage and maintain software utilized for business development travel planning.
• Prepare travel materials and provider information for business development activities.
• Create and distribute post-travel briefs, summaries, and follow-up documentation.

Research & Project Coordination

• Research conferences, networking events, and industry-related events for executive leadership.
• Gather and organize information on dental providers and market opportunities.
• Schedule and facilitate cross-departmental meetings related to new business initiatives.
• Monitor business development projects, checklists, and deadlines to ensure timely completion.
• Follow up on assigned tasks and provide status updates to leadership.

Requirements

• Associate degree or Bachelor's degree preferred.
• Minimum of 2 years of administrative, executive assistant, project support, marketing support, or related experience.
• Strong proficiency in Microsoft Office Suite, particularly Excel, Outlook, Word, and PowerPoint.
• Experience working with CRM, database, or project management software preferred.
• Excellent organizational and multitasking abilities.
• Strong verbal and written communication skills.
• Ability to work independently and maintain confidentiality.
• Strong attention to detail and follow-through.
• Valid Driver’s License
• 10% Travel

Working Hours/ Location

• Location: 1700 W Higgins Rd Des Plaines, IL 60018; onsite full time
• Hours: 8:00 AM to 5:00 PM
• Hourly; Full-time

Benefits (for our full-time employees)

• Paid Time Off
• Holiday Pay
• Medical, Dental, Vision, and Life Insurance
• Accident Insurance
• Short-Term Disability
• Long-Term Disability
• Employee Assistance Program
• Health Savings Account
• Dependent Care Account
• 401(k) and matching
• Pet Insurance
• Tuition Assistance Program
• Identity Theft Protection
• MetLife MetLaw Legal Insurance
• Transit Reimbursement - Commuter Account
• Free and discounted Orthodontic Treatment (After 1 year of employment)