Administrative Assistant

3 days ago

Des Plaines, Illinois, United States Orthodontic Experts Management LLC Full time

Description:  

The Marketing Administrative Assistant provides vital support to the marketing and outreach team by coordinating day-to-day administrative, clerical, and creative tasks. This position helps ensure that marketing campaigns, events, communications, and data tracking run smoothly and efficiently. The ideal candidate is highly organized, detail-oriented, and eager to contribute to a fast-paced, growing healthcare organization 

  • Assist with scheduling meetings, preparing agendas, and taking meeting notes for the marketing team. 
  • Maintain and organize marketing files, sponsorship contracts, and office outreach lists. 
  • Track invoices, process purchase orders, and assist with vendor communications. 
  • Manage calendars, coordinate travel arrangements, and handle correspondence as needed. 
  • Support the execution of marketing campaigns, including print, email, and digital initiatives. 
  • Keep inventory and order collateral as needed per department 
  • Assist in creating, proofreading, and distributing marketing materials (flyers, newsletters, event invitations, etc.). 
  • Maintain and update spreadsheets related to office visits, dentist relations, and sponsorship opportunities. 
  • Assist in the planning and execution of Continuing Education (CE) events, community outreach programs, and sponsorship initiatives. 
  • Assist in the creation, execution, and delivery of community outreach materials and events. 
  • Track RSVPs, prepare event materials, and coordinate logistics with vendors and venues. 
  • Help set up and attend marketing events when needed to represent the brand 
  • Maintain accurate and up-to-date contact databases (dentists, partners, sponsors, etc.). 
  • Prepare reports on marketing metrics, event attendance, and outreach efforts. 
  • Assist with email campaigns, surveys, and follow-ups to measure marketing effectiveness. 
  • Maintain and update databases with updated referral sources and location information 
  • Prepare and mail out materials as needed 
  • Maintain DR email clean, tracked, and updated 
  • Maintain and update division budget 
  • Other responsibilities as they arise 

Requirements

In person Monday-Friday 9AM-5PM 

Sample Schedule of Admin Assistant.  

Monday:  

  • Input referral sources from Teams channel 
  • Send out any RP and/or team member requests 
  • Inventory of DR closet and order placing. 
  • Secure email updates 

Tuesday:  

  • Pull Reports from Ortho 2 
  • Run Individual Referral Analysis 
  • Send out Missing sources based on report ran 

Wednesday:  

  • Community efforts 
  • Invoices 
  • Making bins 
  • DR meetings 
  • Delivering bins 

Thursday: 

  • Community continuation  
  • Input referral sources from teams channel  
  • Respond to the channel request.  
  • Clean up the IRA and respond to the coordinator's comments, imputing territories, and missing info.  

Friday:  

  • Send out discrepant sources 
  • Send Dental relation TY cards 

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