Office Coordinator & Executive Assistant

RH-Relias Healthcare•Tupelo, MS

1d•Onsite

About The Position

The Office Coordinator & Executive Assistant will serve as a trusted liaison between the Executive Team, staff, hospital partners, board members, and vendors. This role is responsible for maintaining a welcoming reception area, managing complex calendars, coordinating team gatherings and events, and overseeing day-to-day office operations to ensure professionalism and functionality. The position also involves managing budgets for office administration, events, and branded merchandise, negotiating vendor contracts, and processing expense reports. A key aspect of the role is to identify and implement tools and workflows, including AI assistants, to reduce administrative friction and improve office systems. The ideal candidate will handle confidential information with discretion, represent the company professionally, and lead logistics for various meetings and events.

Requirements

Bachelor's degree in Business Administration, Communications, or a related field preferred. Equivalent experience will be considered.
Three to five years of experience in executive support, office administration, or office management.
Advanced proficiency in Microsoft Office Suite and Outlook, including calendar, travel, and expense management tools.
Demonstrated ability to manage competing priorities on behalf of multiple senior leaders.
Professional phone presence and strong written and verbal communication skills.
Proven track record handling confidential information with discretion and sound judgment.
Strong organizational skills, with the ability to absorb interruptions without losing track of open tasks.
Comfortable using AI writing and scheduling assistants, such as Claude or Microsoft Copilot, to speed up routine drafting and calendar coordination, with sound judgment about when human review and sign-off is required.

Nice To Haves

Event planning, hospitality, or promotional merchandise program experience strongly preferred.
Healthcare, professional services, or multi-site organization experience is a plus.

Responsibilities

Serve as a trusted liaison between the Executive Team, staff, hospital partners, board members, and vendors.
Greet every visitor, provider, partner, and candidate with warmth and professionalism.
Answer, screen, and route incoming calls, taking accurate messages and following through until each one is resolved.
Maintain a welcoming reception area and prepare conference rooms ahead of every scheduled meeting.
Build strong working relationships across departments and with vendors, couriers, and building service providers.
Partner with Human Resources on onboarding logistics, workspace readiness, and new hire first day experience.
Serve as the primary point of contact for day-to-day corporate office communications.
Own a thoughtful gestures program covering birthdays, work anniversaries, milestones, and provider, partner, and client recognition.
Coordinate team gatherings and celebrations that strengthen relationships across the organization.
Identify and implement tools and workflows that reduce administrative friction for the Executive Team.
Use approved AI tools to draft first-pass communications, meeting agendas, briefing notes, and event materials.
Use AI-assisted scheduling tools to spot calendar conflicts and propose meeting times.
Improve office systems across records management, space planning, front desk workflows, and vendor management.
Recommend office technology, equipment, and layout changes as the organization grows.
Curate the branded merchandise catalog, keeping items fresh, on brand, and genuinely useful.
Stay current on promotional merchandise and event trends, and bring new ideas to annual events.
Anticipate recurring needs and build repeatable processes, such as SOPs and checklists.
Manage complex and frequently shifting calendars for the Chief Executive Officer and Executive Team.
Build travel itineraries and handle all logistics for seamless executive travel.
Prepare accurate, polished meeting materials, including agendas, briefing notes, and follow-up summaries.
Own and maintain the shared corporate office calendar, including conference room bookings, company-wide events, and holiday schedules.
Draft and distribute clear, accurate internal communications and reminders.
Own the company events calendar, maintaining planning timelines, run sheets, and vendor deadlines.
Manage event vendor coordination end to end, including venue, catering, lodging, audiovisual, and printed materials.
Prepare event materials, including name badges, printed guides, signage, and attendee packets.
Maintain accurate branded merchandise records and inventory.
Assemble and ship swag orders, welcome gifts, and recognition packages accurately and on time.
Manage incoming and outgoing mail, packages, and courier shipments, and maintain accurate visitor logs and front desk records.
Maintain organized digital and physical records, contracts, and executive files.
Oversee day to day office operations so the workplace stays professional, functional, and presentable.
Own the office administration budget, tracking spend and reporting variances.
Own the events and branded merchandise budgets, tracking spend against plan and reporting variances.
Negotiate event and merchandise vendor pricing, monitoring per-unit and per-attendee cost.
Negotiate and manage vendor and service contracts for the office.
Manage relationships with the building, service providers, and office insurance and warranty contacts.
Track and reorder office, kitchen, breakroom, and merchandise supplies against approved par levels and budgets.
Process and reconcile expense reports for the Chief Executive Officer and Executive Team.
Coordinate catering and meeting logistics that create a strong impression at a responsible cost.
Steward company assets, including office equipment, branded merchandise inventory, and supply storage.
Handle confidential company, provider, and personnel information with absolute discretion.
Anticipate the needs of the Chief Executive Officer and Executive Team, resolving issues before they surface.
Represent Relias Healthcare professionally to physicians, hospital partners, board members, and guests.
Provide reliable, consistent coverage of the front desk throughout core business hours.
Lead logistics for board meetings, leadership meetings, retreats, and company events.
Hold the standard for the office without needing direction, and raise the standard where it has slipped.