Administrative Assistant | North America Marketing
Are you a self-starter who loves staying organized, taking initiative, and making things happen? Do you thrive in a fast-paced environment, enjoy tackling new challenges, and take pride in keeping projects moving? If so, we want to meet you!
We're looking for a true go-getter. Someone who doesn't wait to be told what to do, takes ownership of their responsibilities, and enjoys finding ways to help the team succeed. The ideal candidate is organized, resourceful, positive, and comfortable managing multiple priorities in a busy, collaborative environment.
This isn't your typical desk-only administrative role. You'll be involved in everything from coordinating marketing projects and supporting product launches to preparing shipments, managing marketing materials, and assisting with events. No two days will look exactly alike, and that's part of what makes this opportunity exciting!
Success in this role requires someone who can work independently, anticipate needs, communicate proactively, and follow through on commitments without constant supervision. We value individuals who take pride in their work, pay attention to the details, and approach challenges with a solution-oriented mindset.
How You Will Make an Impact
- Provide daily administrative and operational support to the North America Marketing Team
- Take ownership of assigned projects, proactively track deadlines, and ensure tasks are completed accurately and on time.
- Coordinate marketing material shipments, including gathering inventory, assembling kits, packaging, labeling, and preparing materials for shipment to the sales field, customers, and events.
- Support product launches by coordinating sales tools, marketing collateral, product samples, and launch kit distribution.
- Assist with marketing inventory management, including organizing supplies, tracking quantities, monitoring stock levels, and coordinating replenishment.
- Support trade shows, seminars, sponsorships, and other marketing events by organizing supplies, preparing materials, and coordinating logistical needs.
- Schedule meetings, coordinate appointments, assist with travel arrangements, and support other team logistics.
- Prepare correspondence, reports, spreadsheets, presentations, and other administrative documents with accuracy and attention to detail.
- Manage multiple projects and requests from various team members while effectively prioritizing deadlines and business needs.
- Communicate proactively with team members regarding project status, potential delays, and outstanding needs.
- Coordinate with internal departments, outside vendors, and sales representatives to ensure timely execution of projects.
- Identify opportunities to streamline processes, improve organization, and increase team efficiency.
- Perform additional administrative and operational duties as needed to support the department.
What You Will Need to Succeed
- We're looking for someone who brings more than administrative experience. We want someone with the right mindset, work ethic, and drive to succeed.
- Self-Starter Mentality: Demonstrated ability to take initiative, recognize what needs to be done, and move projects forward independently without constant direction.
- Accountability & Follow-Through: Strong sense of ownership, dependability, and commitment to completing assignments accurately and on time.
- Organization & Time Management: Proven ability to manage multiple projects, maintain organized systems, prioritize competing deadlines, and stay on top of details.
- Strong Communication Skills: Excellent written and verbal communication skills, with the ability to provide updates, ask questions, and communicate concerns proactively.
- Attention to Detail: A high level of accuracy when managing information, preparing shipments, entering data, and coordinating project details.
- Problem-Solving Skills: Resourceful, solution-oriented, and comfortable thinking independently to resolve challenges.
- Team-Oriented Attitude: Positive, approachable, adaptable, and genuinely enjoys supporting others in a collaborative environment.
- Technical Proficiency: Comfortable using Microsoft Office, including Outlook, Excel, Word, PowerPoint, and Teams, or comparable software, with the ability to quickly learn new systems.
- Sound Judgment: Ability to make appropriate independent decisions while understanding when approvals or additional direction are needed.
- Professionalism: Ability to handle sensitive information with confidentiality, discretion, tact, and professionalism.
- Adaptability: Comfortable working in a fast-paced environment where priorities may shift and new requests arise.
Preferred Qualifications
- 1–2+ years of administrative or operational support experience, ideally in a fast-paced environment.
- Previous experience working in a marketing department or supporting sales teams.
- Experience coordinating product launches, events, trade shows, or other logistical projects.
- Familiarity with marketing materials, promotional collateral, and sales support tools.
- Experience with inventory management, shipping processes, or order management systems.
- Experience coordinating with vendors or external partners.
- Demonstrated experience developing or improving administrative processes.
- Experience in the dental, healthcare, or manufacturing industry is a plus.
Physical Requirements & Work Environment
- This is a onsite, hands-on position requiring regular involvement in marketing operations and shipment preparation.
- Ability to lift, carry, and move packages and marketing materials weighing up to 20 pounds, with or without reasonable accommodation.
- Ability to physically assemble, package, label, and prepare marketing materials, promotional kits, and mailouts for shipment.
- Ability to organize and retrieve marketing inventory, supplies, and materials as needed.
- Ability to perform a combination of desk-based administrative work and hands-on operational responsibilities throughout the workday.
- Consistent onsite availability is important to support time-sensitive shipments, product launches, and departmental needs.
Ultradent is an Equal Opportunity Employer. We are a global culture where differences and perspectives are sought after, welcomed, and embraced. We consider all qualified applicants fairly, based on their experience, skills, and potential to contribute to our team. Our core values – Integrity, care, quality, innovation, and hard work- guide us daily. These values, when balanced, shape our workplace culture and ensure that we remain focused on our vision while maintaining a professional and inclusive environment.
VEVRAA Federal Contractor: For more information please contact us at Recruiting@ultradent.com
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