Office Manager / Executive Assistant

Job Description

Purpose:

The Office Manager / Executive Assistant provides administrative oversight, event and travel coordination, general office support, and acts as the executive assistant for the executives of company. The Office Manager / Executive Assistant will work with a diverse group of internal and external stakeholders to coordinate and deliver on assigned responsibilities. In addition, the Office Manager / Executive Assistant will also support the Patient Service Center senior leadership team and will assist with special projects as needed. Oversight of the build aspect will manage and oversee various aspects of the construction project. This role reports to the VP, Business Operations.

Office Manager/Executive Assistant Responsibilities:

Sit at front desk as facility receptionist, serving as point of contact for on-site needs for colleagues in remote role, answering calls and processing voicemails, and directing them to the appropriate teams

Coordinate meetings, conferences, and special events, arranging for shipment of resources, catering/refreshments, and coordination of other vendors as needed

Coordinate space planning and utilization of internal/common office resources amongst internal customers

Oversee and coordinate daily office activities including greeting visitors, preparing refreshments, stocking printers, maintaining a clean and organized facility, tidying office spaces, cleaning dishes and beverage equipment, and emptying garbage receptacles if necessary, between janitorial visits

Prepare meeting spaces both on- and off-site to support meetings, conferences, and events, including preparation and distribution of catering/refreshments, flatware, etc.; provide after-event clean-up support

Coordinate travel arrangements for staff, including flights, accommodations, and transportation; prepare itineraries and ensure all travel-related needs are met; support on-site travel arrangements for out-of-town executives visiting headquarters

Maintain inventory of office supplies, pharmacy supplies, and refreshments, and process orders to replenish as necessary

Perform or facilitate maintenance of office equipment (not maintained by the technology department) including cleaning, maintenance, and repairs

Serve as building/facility point of contact for repairs, maintenance, and service, including providing periodic off-hours support to facilitate such interactions

Ensure the building / facility permits are up to date and annual inspections are conducted

Manage the relationship with external vendors for building / facility

Schedule and attend department meetings, ensuring the capture of minutes

Send, receive, sort, and forward mail from multiple locations; accept office deliveries as necessary; deliver packages to logistics vendors as necessary; manage PO boxes for clients

Provide clerical support when needed to assist program staff with assigned administrative duties such as preparation of documents and sorting and distribution of mail

Assist HR with administering the safety program, ensuring the equipment is inspected regularly and assisting with planning fire drills and additional safety training

Assist HR with supporting new hires during onboarding, orientation events, internal engagement planning, milestone/achievement recognition, and on-site company store pickups

Assist with special projects as needed

Real Estate Project Coordination Responsibilities:

Oversee the coordination and administrative aspects of the build project.

Collaborate & communicate with engineers, architects, vendors, etc. to manage the specifications & timelines of the project, while addressing concerns as they arise

Managing vendors responsible for delivering on project goals

Required Qualifications:

This position is located onsite and is NOT hybrid or remote

High school diploma or equivalent; associate or bachelor's degree in business administration or related field is a plus

3+ years' experience as an office administrator, office manager, executive assistant, or similar role

Experience coordinating corporate travel

Excellent verbal and written communication skills

Excellent interpersonal and customer service skills

Excellent organizational skills and attention to detail

Excellent time management skills with a proven ability to meet deadlines

Proficiency in office software (Microsoft Office Suite, email, calendar management)

Knowledge of how to use office equipment (multi-line telephones, fax machine, copier)

Preferred Qualifications:

Ability to handle multiple tasks and prioritize effectively in a fast-paced environment

Problem-solving skills and a proactive approach to addressing challenges

Project management experience

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands and fingers, handle or feel; and reach with hands and arms.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function of the job.