Administrative Assistant

Ultradent Products • Salt Lake, UT

12d • Onsite

About The Position

The Administrative Assistant provides daily administrative and operational support to Ultradent’s North America Marketing Team. This is an onsite, hands-on role that supports marketing projects, product launches, shipment preparation, inventory management, and events. The position calls for a self-starter who can work independently, anticipate team needs, communicate proactively, manage changing priorities, and follow through accurately without constant supervision.

The role involves a mix of desk-based administrative work and hands-on marketing operations. The assistant coordinates marketing materials and product samples, prepares shipments and launch kits, organizes supplies, and helps with event logistics. The position also supports meetings, travel arrangements, documents, and coordination with internal departments, vendors, and sales representatives. Consistent onsite availability is important for time-sensitive shipments, launches, and departmental needs.

Requirements

• Demonstrated ability to take initiative and move projects forward independently without constant direction.
• Strong ownership, dependability, and follow-through; completes assignments accurately and on time.
• Ability to manage multiple projects, maintain organized systems, prioritize competing deadlines, and attend to details.
• Excellent written and verbal communication skills, including proactively providing updates, asking questions, and communicating concerns.
• High level of accuracy when managing information, preparing shipments, entering data, and coordinating project details.
• Resourcefulness and a solution-oriented approach to resolving challenges independently.
• Positive, approachable, adaptable, and team-oriented attitude.
• Proficiency with Microsoft Office, including Outlook, Excel, Word, PowerPoint, and Teams, or comparable software, and ability to learn new systems quickly.
• Sound judgment and ability to make appropriate independent decisions while recognizing when approval or direction is needed.
• Ability to handle sensitive information with confidentiality, discretion, tact, and professionalism.
• Comfort working in a fast-paced environment with shifting priorities and new requests.
• Ability to lift, carry, and move packages and marketing materials weighing up to 20 pounds, with or without reasonable accommodation.
• Ability to perform desk-based administrative work and hands-on operational responsibilities throughout the workday.
• Consistent onsite availability to support time-sensitive shipments, product launches, and departmental needs.

Nice To Haves

• 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.

Responsibilities

• Provide daily administrative and operational support to the North America Marketing Team.
• Own assigned projects, track deadlines, and ensure tasks are completed accurately and on time.
• Coordinate marketing material shipments by 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.
• Organize marketing supplies, track quantities, monitor stock levels, and coordinate replenishment.
• Support trade shows, seminars, sponsorships, and other marketing events by organizing supplies, preparing materials, and coordinating logistics.
• Schedule meetings, coordinate appointments, assist with travel arrangements, and support team logistics.
• Prepare correspondence, reports, spreadsheets, presentations, and other administrative documents accurately.
• Manage multiple projects and requests, prioritizing deadlines and business needs.
• Proactively communicate project status, potential delays, and outstanding needs to team members.
• Coordinate with internal departments, outside vendors, and sales representatives to support timely project execution.
• Identify opportunities to streamline processes, improve organization, and increase team efficiency.
• Perform additional administrative and operational duties as needed to support the department.
• Assemble, package, label, and prepare marketing materials, promotional kits, and mailouts for shipment.
• Organize and retrieve marketing inventory, supplies, and materials as needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed