Executive Assistant/Office Manager
About The Position
The Executive Assistant provides administrative support to the Executive Team, including board activities, publications, volunteerism, and special-event planning. The position is responsible for corporate office activities such as reception, mail, purchasing requests, coordinating office services, arranging internal office moves, and organizing office meetings and conferences. Duties also include payroll-related tasks, obtaining supplies, scheduling, filing, and special projects. The role handles non-routine correspondence and highly confidential and sensitive information, and interacts with external callers and visitors as well as internal contacts at all organizational levels. The position also serves as Office Manager for the corporate office and supports executive schedules, meetings, travel, board materials, communications, records, expense processing, timesheets, leave requests, and facility reporting. This is an individual-contributor position.
Requirements
- High school diploma or equivalent required.
- Five or more years of job-related experience.
- Advanced computer skills, including Microsoft Office, especially Word, Excel, and PowerPoint.
- Accurate typing speed of 80 or more words per minute.
- Knowledge of office administration procedures and ability to operate most standard office equipment.
- Excellent communication and interpersonal skills.
Nice To Haves
- Bachelor’s degree preferred.
- Experience supporting the CEO or executive team members preferred.
Responsibilities
- Provide daily administrative support to Executive Team members.
- Organize meetings, travel, and conferences, and maintain executive schedules and calendars as assigned.
- Plan and prepare materials for quarterly board meetings, monthly operating reviews, and departmental conferences; document and distribute departmental meeting minutes.
- Manage corporate office activities, including office space, office support, and relationships with equipment vendors.
- Perform desktop publishing and create and develop visual presentations.
- Establish, maintain, and update filing systems, and retrieve information as needed.
- Organize and prioritize large volumes of information and calls.
- Sort and distribute mail, open mail for the team, draft written or telephone and email responses when necessary, and respond to recurring information requests.
- Answer phones, take messages, and field routine and non-routine questions; coordinate phone coverage with other system development assistants.
- Liaise with departments and outside agencies, including hospital management and Human Resources; handle confidential and non-routine information and explain policies when necessary.
- Work independently and collaboratively on special and ongoing projects, including managing projects involving presentations, information distribution, and large-scale company events.
- Type and design correspondence, memos, charts, tables, graphs, and business plans; proofread and edit for spelling, grammar, layout, accuracy, and clarity.
- Monitor, analyze, and process expense reports for submission to accounts payable, and process check requests for payment.
- Collect and process executive-team timesheets and vacation and sick-leave requests.
- Track and update facility listings, daily census, and facility FTE reporting.
Benefits
- Comprehensive benefit plan
- Competitive salary commensurate with experience and qualifications
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
