Executive Assistant I - Membership

Executive Assistant I, Membership

Pay Information: Non-Exempt - $59,000 - $73,800 per year

Location: Remote first work environment with occasional travel and in office meetings. Must be within commuting distance of Sacramento, CA

The California Dental Association is a membership organization that represents 27,000 of the state's best and brightest dental professionals and champions the oral health of the communities they serve. As the largest state dental association in the U.S., CDA delivers remarkable advocacy initiatives, fierce protection, innovative education and expert guidance to our members. Founded in 1870, CDA has innovated and grown into a family of companies that includes the association, The Dentists Insurance Company (TDIC), TDIC Insurance Solutions, Rotunda Partners and the CDA Foundation. We're a mission-driven organization that's here to empower our members and support their practices, dental teams, profession and patients. By making today easier and tomorrow better for dentists, our employees make a meaningful and direct impact on the health of others. At CDA we seek out, welcome and invest in talented individuals across unique specialties and prioritize diversity in our hiring practices. We know our employees are integral to our success, and we value their individual talents while encouraging a collaborative, inclusive, respectful and forward-thinking culture. We're proud to be recognized as a Best Place to Work for factors like our people practices, work environment and trust in senior leaders. If you're excited to share your talents at a dynamic organization that's leading the way in oral health, we invite you to apply to join us.

Company Benefits: At CDA, we offer a robust benefits package that enhances overall employee well-being and provides options to meet the needs of our diverse workforce. We listen to our employees on matters of wellness and devote time and resources to continuously evaluate our benefits to ensure we can best support their work-life goals.

• 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

Universal Competencies

• Collaboration: Proactively engages with an iterative mindset to enhance ideas and achieve organizational results; Cultivates relationships, builds partnerships, shares and learns without boundaries.
• Service: Focusing on meeting needs and exceeding expectations for those served inside and outside the organization.
• Respect: Embracing others for their true authentic self; nurture and promote an environment that values diversity of thought, input, experience and expertise.

Role Specific Competencies

• Approachability: Is consistently approachable, open to feedback and truthful; builds trust and authentic professional relationships.
• Adaptability: Appropriately adjusts behavior to changing conditions and business needs; modifies approach to succeed with new situations and timelines.
• Resourcefulness: Uses creativity, ingenuity and insight to tackle issues and provide fresh solutions.

The Executive Assistant I, Membership is responsible for providing administrative support to the VP, Membership and initiatives of the marketing department, including support for dentist leadership groups managed by the department. Ability to spot connections, balance a diverse set of priorities and maintain a curious and proactive mindset are critical to success in this role.

• Provides a high level of administrative support to teams that report to the CMO, including Membership, to include but not limited to: composing letters and correspondence; scheduling appointments and meetings, and preparing and organizing materials, needed for each meeting; arranging travel; completing expense reimbursement forms; routing invoices for approval; and collecting and distributing mail.
• Administers programs and activities that support membership recruitment and retention programs, 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, on behalf of the Marketing Department. Collects receipts and accounting codes to complete monthly expense report for the corporate credit card of the CMO and others.
• Organizes department meetings and annual team building event and holiday lunch.
• Partners with the CMO to build systems to track department priorities and identify opportunities to support working teams with project tracking if/when needed. Proactively identifies, recommends and manages process improvements to increase team efficiencies.
• Completes deliverables with a proactive, hands-on approach; follows up with stakeholders as needed, while consistently meeting deadlines and 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), with duties that may include scheduling, communication with board and committee members and/or staff, preparation/distribution of meeting materials, and minute taking/filing. Prepares correspondence and/or reports, and coordinates meeting attendance, equipment and catering needs.
• Provides administrative support for local society informational calls and additional meetings as needed.
• Coordinates with governance staff to ensure board and committees are functioning within the organization's 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. Serve as a backup for members of the admin team in other functional areas as needed.
• Proactively connect with members of the department to build a deep understanding of the work of the team; partner with marketing coordinator(s) and specialists to identify opportunities to support in high volume times (i.e. CDA Presents) and with department leaders to ensure support is supporting department goals.

Minimum Qualifications

• 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.

Preferred Qualifications

• 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.

Working Conditions: Occasionally (1-33%) Frequently (34-66%) Constantly (67-100%)

• Constantly standing, bending, sitting
• Overnight travel - minimal
• Occasional overtime
• Occasionally lift equipment/supplies up to 15 pounds

Over our 150-year history, the California Dental Association (CDA) has become a leader in oral health throughout California and the country. Today, we continue to support our community of over 27,000 dentists through our family of companies, which include The Dentists Insurance Company (TDIC), TDIC Insurance Solutions, Rotunda Partners and the CDA Foundation. At CDA