Who We Are:

The American Academy of Periodontology was founded in 1914 by two women, Drs. Gillette Hayden and Grace Roger Spalding. It was initially named the American Academy of Oral Prophylaxis and Periodontology and began with 18 charter members. The name was changed to the American Academy of Periodontology in 1919. Today, the American Academy of Periodontology (AAP) has a membership of approximately 8,200. The AAP is housed in 14,000 square feet of space at 737 N. Michigan, directly next door to the American Dental Association. 

Our team is dedicated to understanding and meeting the needs of our members, always working with their success in mind.  We are a passionate about what we do, and our commitment to excellence shines through the services and resources we provide. We offer a competitive salary, continuing education, and a substantial benefits package to show how much we appreciate our team.

Primary Purpose:

As the Office & Executive Administrator is responsible for supporting the daily operations of the front office as well as executive administrative support to the Executive Director. This position requires a high level of professionalism, polished communication, and impeccable attention to detail in all interactions with member periodontists, other professionals, and staff. This role calls for a proactive, self-sufficient individual who anticipates needs and acts independently when necessary. The successful candidate will contribute to the smooth functioning of executive affairs and office operations, ensuring all tasks are executed with precision and confidentiality. 

ESSENTIAL FUNCTIONS:

Executive Assistance (33%):

• Polished Communication: Draft and distribute important correspondence on behalf of Chief Executive Officer (CEO), ensuring all communications are professional, clear, and error-free.
• Schedule & Travel Coordination: Manage CEO’s calendar, ensuring the most effective use of time. Coordinate CEO’s travel, independently booking flights and accommodations in alignment with CEO’s calendar and preferences.
• Meeting & Presentation Preparation: Prepare meeting agendas, reports, presentations, and background materials as directed and with attention to detail.
• Expense Reports & Reconciliation: Prepare CEO’s expense reports, ensuring accuracy and timely reconciliation.
• Confidentiality & Discretion: Handle sensitive information with utmost discretion, maintaining confidentiality at all times.

Office Coordinator (34%):

• Reception & Office Operations: Oversee front desk operations: answering calls; greeting visitors; managing mail, deliveries, and supplies; and maintaining equipment. Ensure entire office reflects a professional environment (reception, kitchen, conference rooms, and supply area).
• Visitor & Staff Communication: Greet visitors and notify appropriate staff of their arrival. Develop and distribute all-staff communications. Maintain employee information on intranet.
• Facilities & Vendor Coordination: Coordinate with building management regarding office maintenance issues, building closures, safety drills and directives, and vendor visits.
• Office Supplies & Inventory: Maintain office supply inventory and ensure kitchen is well stocked. Process related invoices.
• Mail & Package Distribution: Distribute mail and deliveries and assist with outgoing mail, utilizing the most appropriate and cost-effective options.
• Security & Equipment Management: Maintain staff directory, organizational chart, and emergency contact database. Issue building passes and room keys and maintain spreadsheet of staff security cards. Ensure office equipment is maintained and operational.
• General Office Administration: Support the business continuity plan and assist with onboarding new hires. Maintain periodical subscriptions and general stationery inventory. Identify opportunities to improve reception desk processes and office operations.
• Finance & Internal Controls: Endorse incoming checks, update the control cash receipts log, obtain required signatures for outgoing checks, and ensure timely mailing. Collect and log staff dental reimbursement requests in accordance with internal controls.

Administrative Support (33%):

• Contract & Legal Documentation Management: Administer contract review process using SmartSheet, coordinating with internal staff and external legal counsel.
• Project Coordination: Help coordinate projects for CEO and senior leaders, preparing materials, ensuring timelines are met, and communication is streamlined.
• Leadership Calendar Management: Partner with Governance Department to manage leadership calendars.
• Documentation and Process Administration: Partner with Governance Department to update key documents, including SOPs and onboarding toolkit.
• Assist with other duties as necessary

Key Qualifications:

• Proactive & Self-Sufficient: Must be self-sufficient, anticipating needs and taking initiative to resolve issues and provide support without waiting for instructions.
• Detail-Oriented: Must be meticulous and exceptionally detail-oriented in approach toward all responsibilities.
• Confidentiality: Must maintain confidentiality at all times, especially when dealing with sensitive executive matters and legal documentation.
• Professional Communication: Must communicate effectively with high-level stakeholders, ensuring that all correspondence and interactions are professional and accurate.
• Technology Proficiency: Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Teams) is required. Experience with Microsoft Teams Phone or other VOIP-based phone systems, SurveyMonkey, Zoom, SmartSheet, and Personify is a plus.

Work Environment:

While the office operates in a hybrid environment, this position requires the candidate to work full-time in the office 3-4 days/remote 1-2 days based on business necessity. This individual serves as the “face” of the Academy much of the time.

Our recently renovated headquarters is located in downtown Chicago on the iconic Magnificent Mile. The office offers a comfortable atmosphere that promotes productivity and collaboration. We maintain a business casual dress code. This position follows a 35-hour workweek with 7-hour days and 1-hour lunch breaks, operating from 8:45 AM to 4:45 PM, Monday through Friday. This schedule ensures a balanced work-life dynamic.

Physical and Environmental:
Performs essential functions in a climate-controlled office setting requiring long periods of sitting and frequent use of office technology, including keyboard-related tasks. Functions performed require the ability to regularly stoop, bend, and reach; additionally, the role includes lifting, pushing, pulling, and carrying light to medium weight objects (up to approximately 25 pounds) on a regular basis.

Education & Experience:

• Education: A college degree is a plus but not required.
• Experience: Minimum of 3+ years’ experience supporting executives and managing office operations, with a demonstrated ability to manage multiple tasks in a fast-paced environment. Administrative and/or executive assistance experience is strongly preferred.
• Customer Support: Previous experience in customer support, particularly in environments where attention to detail and professionalism are paramount. Must possess a positive telephone demeanor and effective follow-through.
  

Benefits and Perks:

• BCBS Medical, Dental, Vision, FSA/HSA, Life Insurance & AD&D, STD, LTD, Long-Term Care and EAP
• PTO, Paid Sick, Paid Leave, Holidays and Christmas Break
• Professional Development and Training
• Eligibility to participate 401(k) plan with employer match
• 35-hour work week / Work Hours 8:45 AM to 4:45 PM
• Hybrid - In Office 3-4 days / Remote 1-2 days based on business needs week to week (must complete 90 day probationary/training period before starting remote work option).
• Salary Range: $30.00 - $32.00 per hour (which equates to $54,600 - $58,240 annually) based on experience

For consideration:

If you want to be a part of this dynamic organization, please email a cover letter and resume to humanresources@perio.org. (Local Candidates Only)

American Academy of Periodontology is an Equal Opportunity Employer

The AAP is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

About American Academy of Periodontology

The American Academy of Periodontology (AAP) member periodontists are specialists in periodontal disease treatment, cosmetic periodontal procedures, and dental implant placement. The American Academy of Periodontology (AAP) is a 7,500-member professional organization for periodontists – specialists in the prevention, diagnosis, and treatment of diseases affecting the gums and supporting structures of the teeth, and in the placement of dental implants. Periodontists are also dentistry’s experts in the treatment of oral inflammation and receive three additional years of specialized training following dental school. Periodontics is one of the 12 dental specialties recognized by the American Dental Association. The Academy’s purpose is to advance the periodontal and general health of the public and promote excellence in the practice of periodontics.

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