Office Manager/Executive Assistant

US Pediatric Partners•Jacksonville, FL

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About The Position

Office Manager/Executive Assistant: Executive Support (Strategic Partnership): Calendar & Schedule Management: Strategically managing complex calendars, prioritizing meeting requests, and resolving scheduling conflicts to optimize executive time. Travel & Logistics: Coordinating end-to-end travel arrangements, including international itineraries, visa requirements, and detailed travel packs. Communication & Gatekeeping: Serving as the primary point of contact for internal and external stakeholders, filtering emails, and managing information flow with a high degree of discretion. Presentation/Report Production: Preparing board packets, presentations and other executive reports for distribution. Office Management (Operational Oversight): Daily Operations: Ensuring a professional work environment by managing office layout, facility maintenance, and cleanliness. Vendor & Facility Management: Coordinating with building management and service providers (IT, utilities, cleaning) and managing contract negotiations. Inventory & Supplies: Monitoring and ordering office supplies, technology equipment, and kitchen amenities. Event Planning: Organizing company-wide events, team-building activities, town halls, and large-scale external meetings. Administrative Systems: Implementing and refining office procedures and digital workflows to improve efficiency. Secondary Duties (Often Required): Human Resources Support: Assisting with recruitment, screening resumes, and managing the onboarding process for new hires. Financial Administration: Handling entry-level bookkeeping, processing expense reports, managing petty cash, and supporting annual audits. Project Management: Leading special projects such as office moves, digital transformation initiatives, or community engagement programs.

Requirements

Typically 3–5+ years in a high-level administrative or office management role.
Bachelor’s degree preferred, though relevant experience is often prioritized.
Expert knowledge of Microsoft 365 (Teams, Excel, PowerPoint), and familiarity with travel/expense software like Ramp, Concur, etc.)
Unwavering confidentiality, integrity and professional discretion.
Exceptional multitasking and time-management abilities under pressure.
Proactive problem-solving mindset and the ability to anticipate needs.

Responsibilities

Strategically managing complex calendars, prioritizing meeting requests, and resolving scheduling conflicts to optimize executive time.
Coordinating end-to-end travel arrangements, including international itineraries, visa requirements, and detailed travel packs.
Serving as the primary point of contact for internal and external stakeholders, filtering emails, and managing information flow with a high degree of discretion.
Preparing board packets, presentations and other executive reports for distribution.
Ensuring a professional work environment by managing office layout, facility maintenance, and cleanliness.
Coordinating with building management and service providers (IT, utilities, cleaning) and managing contract negotiations.
Monitoring and ordering office supplies, technology equipment, and kitchen amenities.
Organizing company-wide events, team-building activities, town halls, and large-scale external meetings.
Implementing and refining office procedures and digital workflows to improve efficiency.
Assisting with recruitment, screening resumes, and managing the onboarding process for new hires.
Handling entry-level bookkeeping, processing expense reports, managing petty cash, and supporting annual audits.
Leading special projects such as office moves, digital transformation initiatives, or community engagement programs.