Administrative Assistant at Orthodontic Experts Management LLC

Des Plaines, Illinois, United States -

Full Time

Start Date

Immediate

Expiry Date

27 Jan, 26

Salary

0.0

Posted On

29 Oct, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Organizational Skills, Detail-Oriented, Clerical Skills, Creative Skills, Communication Skills, Data Tracking, Event Planning, Marketing Support, Vendor Communication, Spreadsheet Management, Inventory Management, Proofreading, Report Preparation, Email Campaigns, Logistics Coordination, Database Management

Industry

Hospitals and Health Care

Description

Description 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

Responsibilities

The Marketing Administrative Assistant provides essential support to the marketing team by managing administrative tasks, coordinating events, and assisting with marketing campaigns. This role ensures that all marketing activities run smoothly and efficiently within a fast-paced healthcare environment.