Executive Assistant / Office Systems Manager - DSL Alliance Health

Executive Assistant / Office Systems Manager With the expansion of the Massachusetts based Alliance Health Management Services, LLC comes the need for us to hire an Executive Assistant / Office Systems Manager.

Currently Alliance Health Management Services owns and operates 9 Skilled Nursing Facilities (SNFs), and1 Hospice Care Organization within the state of Massachusetts.

In addition, the company also owns and operates a Foster Care Organization, currently supporting Virginia and Rhode Island.

The company also manages several other SNFs and is constantly entertaining additional requests from other organizations in search of our proven successful leadership and management style.

While a bachelor’s degree in administration and management is not a requirement, a resume demonstrating a successful and proven performance record in an established corporate environment; utilizing, communicating, and coordinating daily administrative and system management functions is.

This is a full-time position located in the corporate headquarters of the company - NO REMOTE.

It is a dog-friendly environment.

Those allergic and/or not fond of dogs, may want to seek opportunities elsewhere.

This is a tremendous opportunity for the selected candidate to be the voice and the face of a high level, high performing company - playing a “key man / key woman” role, but from the sidelines.

At the top of the list, please find that support of the executive C-Suite is the first focus.

Support for the Chief Executive Officer (CEO), Chief Operations Officer (COO), and the Chief Financial Officer is a paramount function, ensuring a productive, enthusiastic and organized work environment, with everyone feeling supported.

Review, coordinate, and update C-Suite Calendars and any necessary travel arrangements to include hotel accommodation.

Oversee, manage, and coordinate day-to-day office operations, including facilities management, scheduling, calendar coordination, supplies, procurement, and maintenance of equipment and systems.

Ensure calendar management includes scheduling all meetings and conferences.

· Manage office correspondence, including emails, phone calls, and mail distribution, ensuring timely and accurate responses, and thorough communications.

· Foster a positive and inclusive office culture by organizing employee engagement activities, events, and celebrations.

· Coordinate and Liaise with all facilities and offices within the organization regarding annual activities, company outings, award presentations, etc.

· Coordinate and support quarterly Board Meetings, presentation materials, meeting locations, and catering.

· Review and provide updates on Regulatory compliance.

· Monthly invoicing for contracted services – billing.

· Facility insurance renewals: manage registration renewals.

· Office supplies: order, manage, and store.

· Manage corporate office phone system.

· Facility listing, weekly schedules / calendar, corporate organizational chart, office floor plan.

· Serve as primary contact for landlord.

· Ring Central online fax service administrator.

· primary contact for office copy machines · Conference room resource management · Copiers and Fax machine review, coordination and repair.

Bachelor’s degree in business administration, management or related field.

Relevant experience centers around 5 years’ experience at a high level, supporting multiple executives, with a track record of effectively managing office operations.

· Proficiency in using office productivity software, such as Microsoft Office Suite (Outlook, Word, Excel, and Power Point) and familiarity with office management systems.

· We have compassion for our residents and each other.