Executive Assistant

Summary:

As the Executive Assistant, you will be responsible for providing high-level administrative support to the Executive Team of Vivos Holdings, LLC (“Vivos”). Your responsibilities will include coordinating information, preparing communications, screening phone calls, preparing reports, following-up with vendors regarding projects, and completing other administrative functions in support of the Executive Team and the Vivos leadership team. You will also assist in preparation of expense reports, travel coordination, coordination of quarterly Board meetings, periodic leadership meetings, and employee town hall meetings. This position requires strong administrative skills and the ability to handle sensitive and confidential material with the highest levels of discretion. The position includes frequent communication, both verbal and written, to a wide range of internal and external parties, including the company’s leadership team, Board of Managers, external debtholders and investors, and others. Extended work hours may be required.

Supervisory Responsibilities: No

Job Duties:

Key responsibilities include the following:

Assisting with the preparation of Board of Managers meetings, including presentations, logistics, travel, etc.;

Organizing and maintaining documents in paper or electronic filing system;

Maintaining calendars, including making necessary domestic and international travel arrangements, task lists, scheduling conference rooms, organizing meetings, etc.;

Preparing and / or reviewing statements of work or other vendor contracts related to the foregoing;

Coordinating information across departments and tracking all internal requests for the Vivos leadership team;

Interacting with the company’s management team regarding specific requests for support;

Maintaining the Vivos leadership team calendar and monitoring deadlines, actions to be taken, etc.;

Assisting with drafting of various correspondence and documents;

Building key relationships with internal and external constituencies, including the Vivos Board of Managers, external debtholders and investors and the executive team

Completing and managing special projects, including future acquisition-related matters; and

Additional tasks as assigned.

Competencies:

Proficiency in Microsoft Office 365, including Word, Excel, PowerPoint and Teams, required

Flexible and adaptable to change in a fast-paced environment

Self-starter

Handle multiple projects at once

Attention to detail and strong adherence to documented processes

Strong time and self-management skills

Ability to maintain high level of confidentiality

Commitment to providing and maintaining the highest level of service

Strong analytical and problem-solving skills

Ability to prioritize assigned projects and emails

Strong professionalism

Outstanding organizational and follow-up skills

Excellent verbal communication skills

Experience:

5 years administrative experience, preferably in an executive assistant role supporting C-level executives

Education:

Bachelors’ degree and 5 years administrative experience or equivalent

Proficiency in Microsoft Office 365, including Word, Excel, PowerPoint and Teams.

Prior experience as an executive assistant supporting C-level executives and the ability to independently accomplish advanced administrative skills with no assistance

Certifications:

Travel: Limited

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment and processes such as computers, phones, photocopiers, filing cabinets, scanners, electronic filing and fax machines. Worker exposed to office and warehouse environment involving varying degrees of noise and temperature on occasion.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Employee may be required to exert 10 pounds of force occasionally and/or a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects, possibly up to 30 pounds. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.