Executive Assistant I - Membership

California Dental Association • Sacramento, CA

4d • $59,000 - $73,800 • Remote

About The Position

The California Dental Association (CDA) is a membership organization representing 27,000 dental professionals and championing oral health. As the largest state dental association in the U.S., CDA provides advocacy, protection, education, and guidance to its members. Founded in 1870, CDA has grown into a family of companies including the association, The Dentists Insurance Company (TDIC), TDIC Insurance Solutions, Rotunda Partners, and the CDA Foundation. CDA is a mission-driven organization focused on empowering members and supporting their practices, teams, profession, and patients. The organization seeks talented individuals, prioritizes diversity, and fosters a collaborative, inclusive, respectful, and forward-thinking culture. CDA has been recognized as a Best Place to Work.

Requirements

• High school diploma or GED
• 5+ years executive administrative support experience in a professional environment
• Ability to provide logistical support to meetings and events
• Maintain strict confidentiality
• Excellent attention to detail is critical
• Ability to take initiative and anticipate department needs
• Excellent interpersonal, verbal and written communication skills
• Respond to changing situations in a flexible manner to meet current needs
• Represents the organization to external and internal audiences, which requires judgment and the knowledge to handle tasks independently
• Demonstrate diplomacy and tact while interacting with all levels within and outside of the organization
• Perform job duties with little or no supervision, exercising good judgment and professionalism
• Strong computer skills, including ability to use Windows/ Microsoft Office to perform word processing, prepare spreadsheets and prepare presentations

Nice To Haves

• Bachelor’s degree
• Familiarity and comfort with Internet searches and prior experience with basic database functionalities (search, data-entry, report generation)
• Familiarity with volunteer governance structures and for profit structures
• Experience in a membership organization and/or supporting a marketing department

Responsibilities

• Provides a high level of administrative support to teams reporting to the CMO, including Membership, such as composing correspondence, scheduling appointments and meetings, preparing and organizing meeting materials, arranging travel, completing expense reimbursement forms, routing invoices, and collecting/distributing mail.
• Administers programs and activities supporting membership recruitment and retention, including the CDA/TDIC IS Grant program and membership recognition programs.
• Supports CDA.org events calendar submissions from local societies.
• Supports department budgets as needed for the Marketing Department, collecting receipts and accounting codes for monthly expense reports.
• Organizes department meetings, annual team-building events, and holiday lunches.
• Partners with the CMO to build systems for tracking department priorities and identifying opportunities to support working teams with project tracking.
• Proactively identifies, recommends, and manages process improvements to increase team efficiencies.
• Completes deliverables with a proactive, hands-on approach, following up with stakeholders and meeting deadlines while anticipating needs.
• Maintains membership department records and processes, including the Component Roster, Who Does What, Component Executive Director Basecamp, Local Dental Societies Marketing Toolkit, and coordinates onboarding/offboarding of local society executive directors.
• Coordinates volunteer meetings (CDA Membership Committee, Board of Managers, and Student Delegation), including scheduling, communication, preparation/distribution of meeting materials, and minute taking/filing.
• Prepares correspondence and/or reports, and coordinates meeting attendance, equipment, and catering needs for volunteer meetings.
• Provides administrative support for local society informational calls and additional meetings.
• Coordinates with governance staff to ensure board and committees function within bylaws and to support succession planning and recruitment activities.
• Builds and maintains strong working relationships with administrative and committee/board support staff across the organization to share best practices and learnings.
• Serves as a backup for members of the admin team in other functional areas as needed.
• Proactively connects with department members to understand their work, partners with marketing coordinator(s) and specialists to support during high-volume times, and collaborates with department leaders to ensure support aligns with department goals.

Benefits

• Remote and hybrid flexibility and technology to support remote work
• Generous time off program starting at 22 days of PTO and 13 paid holidays (includes a floating holiday and winter closure)
• Highly competitive medical, dental and vision plans, including FSA and HSA account options
• 401(k) plans, with a generous match and safe harbor contributions upon eligibility
• Paid parental leave
• Wellness programs, including incentives and an In-Shape Family Fitness discount
• Opportunities for professional development, training and leadership skill-building
• Critical illness, accident, life, pet, short term and long-term disability insurance options
• Employee Assistance Program (EAP) for support navigating day-to-day challenges

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED