Executive Assistant

Description

COMPANY OVERVIEW

Vitana Pediatric & Orthodontic Partners supports a growing network of pediatric dental and orthodontic practices, helping them provide exceptional care to patients and families. Our home team is passionate about operational excellence, team culture, and delivering outstanding support to our practices and partners.

Overview Of Role

We’re seeking a highly organized and proactive Executive Assistant to join our home team. This role is central to keeping our operations running smoothly, coordinating events, managing logistics, and supporting both our internal team and our network of dentists and partners.

RESPONSIBILITES

Executive & Administrative Support

• Manage calendars, schedule meetings, and coordinate with brokers, partner dentists, and corporate leaders.
• Book travel arrangements including flights, hotels, and ground transportation.
• Prepare and organize meeting materials, presentations, and marketing collateral.
• Support conference coordination, including contacting event organizers, sourcing conferences, managing swag, booth setup/breakdown, and logistics.
  
  

Event Planning & Coordination

• Plan and execute Vitana corporate team events and culture-building activities.
• Organize holiday events for the home team and practice locations.
• Coordinate practice-level celebrations (e.g., doctor birthdays, holiday gifting for partner dentists and brokers).
• Plan and manage company retreats such as VLR, including hotel coordination, vendor sourcing, menu planning (dietary restrictions), venue booking, flight arrangements, and speaker scheduling.
  
  

Onboarding & Culture Support

• Prepare and send doctor onboarding packages, including swag and welcome items.
• Set up employee accounts (Dropbox, Slack) and coordinate laptop orders and workspace readiness.
• Order and ship new hire welcome packages.
  
  

Office Management

• Order and maintain Vitana office supplies and inventory.
• Oversee printing and organizing materials for business development and marketing.
  
  

Requirements

QUALIFICATIONS

• 1-3 years of experience as an Executive Assistant, Administrative Coordinator, or in a similar role.
• Strong organizational skills and the ability to manage multiple projects simultaneously.
• Exceptional communication skills and a customer-service mindset.
• Proficiency in Microsoft Office Suite and experience with project management or collaboration tools (Slack, Dropbox, Asana, etc.).
• Event planning experience strongly preferred.
• Ability to work in-office 2x week and travel occasionally for conferences or practice events.
  
  

CORE COMPETENCIES

• Proactive Problem-Solving: Anticipates needs and resolves issues before they arise.
• Attention to Detail: Ensures accuracy and quality in all tasks.
• Adaptability: Thrives in a fast-paced, changing environment.
• Collaboration: Works effectively across multiple teams and locations.
  
  

WHY JOIN VITANA?

• Be part of a collaborative and growing corporate team.
• Opportunity to work on a variety of projects from travel coordination to event planning.
• Help shape the culture of a fast-growing organization that values relationships and team spirit.