Executive Office Manager and Legal Administrative Coordinator

Job Description

Job Description:\n\nDISCLOSURES\nThe statements contained in this document describe the general scope and level of services expected under this engagement and are not intended to be all-inclusive. Responsibilities may evolve over time based on business growth, campaign performance needs, platform changes, or strategic direction. The Company will notify the contractor of any material changes to the scope of work.\nABOUT THE COMPANY\nEnterprise Management Solutions, LLC (EMS) is a full-spectrum consulting and management firm specializing in back-office operations, financial infrastructure, and executive oversight for health and human services organizations. We provide strategic support to affiliated companies through contractual partnerships, optimizing operations and maintaining compliance across multiple industries including behavioral health, primary care, real estate, supportive housing, and food service.\nOur goal is to relieve mission-driven companies of administrative burden by overseeing financial and operational systems that allow leadership teams to focus on quality care and innovation.\n\nCOMPANY WEBSITE: PHONE NUMBER: View phone number on us.fitly.work\nHR DEPARTMENT PHONE NUMBER: View phone number on us.fitly.work EXT 10\nHR DEPARTMENT EMAIL ADDRESS: View email address on us.fitly.work\n\nPOSITION TITLE: Executive Office Manager and Legal Administrative Coordinator\n\nALTERNATE TITLE(S): Executive Administration & Legal Operations Coordinator, Front Desk Receptionist, Executive Office Manager & Corporate Legal Coordinator, Executive Office & Governance Coordinator\n\nCOMPANY: Enterprise Management Solutions, LLC\n\nDIVISION: Executive Office / Operations\n\nDEPARTMENT: Executive Office\n\nUNIT: Executive Office Administration / Legal Administrative Support\n\nBENEFITS PACKAGE: Overtime opportunities, health insurance, paid time off, retirement benefits, technology stipend, retirement benefits, and professional development opportunities\n\nWORK SCHEDULE: Monday - Friday, 8:00 AM - 5:00 PM Full-Time, On-Site. Regular onsite attendance is required. Occasional schedule flexibility may be necessary to support executive meetings, urgent matters, events, deadlines, site visits, or office-opening and closing responsibilities.\n\nACCOUNTABLE TO: Chief Executive Officer and designated C-Suite Officer(s)\n\nACCOUNTABLE FOR: Managing the daily operations of the executive office; providing high-level administrative support to the Chief Executive Officer and designated C-suite officers; coordinating executive calendars, meetings, correspondence, records, deadlines, and assignments; maintaining corporate and legal-administrative records; supporting interactions with attorneys, government agencies, regulators, vendors, and other external stakeholders; and ensuring that executive-office operations remain professional, organized, secure, confidential, and responsive.\n\nCLASSIFICATION: Non-Exempt (W-2, Hourly) - Full-Time\n\nCOMPENSATION RANGE: $16.00 – $25.00 per hour, commensurate with experience\n\nANTICIPATED TRAVEL: Limited travel may be required for executive meetings, site visits, document delivery, government or professional appointments, or other authorized business activities.\n\nSUMMARY OF POSITION RESPONSIBILITIES\nThe Executive Office Manager and Legal Administrative Coordinator manages the day-to-day operations of the executive office while providing high-level administrative and coordination support to the Chief Executive Officer and designated C-suite officers.\n\nThe role serves as a central point of coordination for executive schedules, meetings, visitors, correspondence, records, assignments, deadlines, corporate documentation, contracts administration, licensing and regulatory matters, and legal-administrative support.\n\nThe successful candidate must be polished, highly organized, discreet, and comfortable working with executives, attorneys, healthcare leaders, regulators, government representatives, insurers, vendors, employees, and other professional stakeholders. The position requires excellent judgment, confidentiality, professional communication, strong follow-through, and the ability to manage sensitive and time-critical matters accurately.\n\nSCHEDULED DUTIES AND RESPONSIBILITIES\n\nManage executive calendars, meetings, appointments, deadlines, reminders, and priorities.\nDraft, edit, proofread, format, and distribute professional correspondence, reports, policies, presentations, and other executive documents.\nGreet and screen visitors, route calls and inquiries, and coordinate mail, deliveries, and time-sensitive correspondence.Coordinate conference rooms, supplies, equipment, parking, vendors, maintenance, and other office services.\nMaintain organized and confidential corporate, contract, governance, licensing, regulatory, insurance, claims, and legal-administrative records.\nCoordinate document collection, delivery, signatures, notarizations, certified mail, electronic filings, and final-document retention.\nCoordinate documentation with executives, attorneys, insurers, regulators, government agencies, vendors, and authorized third parties.\nMaintain confidentiality and follow applicable privacy, information-security, document-retention, and records-management requirements.\nProtect executive time, prioritize requests, and escalate urgent or sensitive matters appropriately.\nPrepare summaries, chronologies, indexes, signature packets, transmittal letters, and supporting materials for executive or attorney review.\nTrack renewals, filings, registrations, hearings, notices, response dates, and other critical deadlines.\nCoordinate and maintain authorized system access and physical access credentials for employees and contractors, including system/account access requests, access cards or badges, access modifications, replacements, and deactivation or removal of access as directed. Maintain appropriate records of access issued, changed, or discontinued.\nMaintain a professional, organized, secure, and prepared executive-office environment.\nTrack CEO and C-suite directives, commitments, deadlines, and unresolved matters; follow up and escalate as appropriate.\nCoordinate meeting logistics, agendas, materials, attendance, minutes, action items, and follow-up assignments.\n\nUNSCHEDULED DUTIES AND RESPONSIBILITIES\n\nSupport executive projects, special assignments, events, site visits, due-diligence requests, and cross-company initiatives.\nAssist with urgent matters involving attorneys, insurers, regulators, government representatives, or other authorized parties.\nOrganize records for audits, investigations, licensing reviews, claims, corporate transactions, legal matters, or executive review.\nCoordinate time-sensitive records requests, correspondence, deliveries, travel, and meeting logistics as needed.\nAssist with office-opening or closing responsibilities and temporary executive-office support when required.\nParticipate in required meetings, orientation, training, and professional development.\nPerform other executive-office, corporate-administrative, office-management, or legal-administrative duties consistent with the position.\n\nEXECUTIVE OFFICE, CALENDAR, AND MEETING MANAGEMENT\n\nCoordinate executive-office priorities, calendars, meetings, appointments, and scheduling conflicts.\nPrepare agendas, briefing materials, meeting documents, minutes, and action items as needed.\nTrack executive directives, assignments, deadlines, and unresolved matters; follow up and escalate as appropriate.\nCoordinate conference rooms, visitors, vendors, office services, supplies, equipment, access, parking, and related administrative needs.\n\nLEGAL ADMINISTRATIVE COORDINATION\n\nOrganize legal and regulatory correspondence and coordinate document requests involving executives, attorneys, insurers, regulators, government agencies, and authorized parties.\nPrepare summaries, timelines, indexes, signature packets, transmittal letters, and supporting materials for review.\nTrack hearings, filings, renewals, registrations, notices, contracts, responses, and related deadlines.\nCoordinate notarizations, certified mail, courier services, electronic signatures, filings, and final-document retention.\nMaintain confidential legal-administrative records and promptly escalate subpoenas, claims, legal notices, government communications, and other sensitive matters.\n\nThis position does not provide legal advice, establish legal strategy, represent the Company in legal proceedings, or perform substantive legal work unless lawfully permitted and specifically delegated and supervised by a licensed attorney.\n\nCORPORATE RECORDS AND DOCUMENT CONTROL\n\nMaintain corporate governance records, contracts, licenses, registrations, certificates, and related documents.\nTrack renewal, expiration, submission, and response dates.\nMaintain executed and approved documents using organized electronic and physical filing, indexing, retention, and retrieval practices.\nSupport authorized due-diligence and records requests while protecting confidential information.\n\nFRONT OFFICE AND VISITOR MANAGEMENT\n\nProfessionally greet, screen, and direct visitors and notify appropriate personnel of arrivals.\nCoordinate visitor accommodations, conference rooms, deliveries, correspondence, and time-sensitive documents.\nEscalate unauthorized, disruptive, unusual, or security-related concerns appropriately.\n\nThe position does not independently perform security-enforcement functions.\n\nCONFIDENTIALITY AND INFORMATION HANDLING\n\nProtect confidential executive, legal, financial, personnel, regulatory, healthcare, contractual, and operational information.\nAccess and share sensitive information only as authorized.\nSecure physical and electronic records and follow confidentiality, privacy, information-security, and records-access requirements.\nPromptly report suspected confidentiality, privacy, or information-security concerns.\n\nEMERGENCY PREPAREDNESS RESPONSIBILITIES\n\nFollow established emergency, evacuation, safety, and security procedures.\nAssist visitors and executive-office personnel during emergencies as directed.\nPromptly report safety or security concerns and contact emergency services when appropriate.\nParticipate in required safety and emergency-preparedness training.\n\nThe position does not independently manage the Company's Safety Program unless separately designated and trained.\n\nTRAINING AND EDUCATION RESPONSIBILITIES\nParticipate in required orientation and ongoing training related to executive administration, confidentiality, information security, records and document management, corporate governance, contracts and licensing, legal-administrative procedures, workplace safety, emergency preparedness, Google Workspace, Microsoft Office, electronic signature systems, and other Company systems.\n\nPHYSICAL DEMANDS\n\nProlonged sitting and computer use, with periodic standing and walking.\nFrequent use of standard office equipment.\nAbility to handle files, office materials, packages, and meeting materials.\nAbility to communicate effectively in person, by phone, video, and electronically.\nAbility to perform essential job functions with or without reasonable accommodation.\n\nWORKING CONDITIONS\n\nPrimarily onsite professional office environment.\nFrequent interaction with executives, employees, attorneys, regulators, vendors, government representatives, and other stakeholders.\nRegular handling of confidential, sensitive, and time-sensitive information.\nRequires managing competing priorities, interruptions, deadlines, and urgent requests.\nOccasional schedule flexibility and limited business travel may be required.\n\nCOMPETENCIES AND SKILLS\n\nStrong organization, time management, attention to detail, and follow-through.\nExcellent judgment, discretion, confidentiality, and professionalism.\nStrong executive-administrative and office-management skills.\nExcellent verbal, written, proofreading, and document-preparation skills.\nAbility to manage competing priorities, deadlines, and urgent matters with composure.\nStrong calendar, meeting, records, document-control, and project-coordination skills.\nProfessional communication skills with executives and external stakeholders.\nAbility to work independently and collaboratively across departments and affiliated organizations.\nAdvanced proficiency with Google Workspace and Microsoft Office.\nAbility to use or learn electronic signature, document-management, project-management, CRM, HR, accounting, inventory, and related business systems.\n\nLEVEL OF EDUCATION / TRAINING / QUALIFICATIONS\nRequired Qualifications\n\nAssociate degree in Business Administration, Legal Studies, Office Administration, Communications, or related field, or equivalent education and experience.\nFive (5)+ years of experience in executive support, legal/corporate administration, office management, or a comparable role.\nExperience supporting executives, attorneys, or professionals with confidential and time-sensitive matters.\nAdvanced proficiency with Google Workspace and Microsoft Office.\nStrong writing, proofreading, organization, records-management, communication, and follow-through skills.\nAbility to manage competing priorities and deadlines with accuracy, discretion, sound judgment, and professionalism.\nAbility to maintain confidentiality and interact effectively with executives and external stakeholders.\nReliable onsite attendance and successful completion of applicable pre-employment screening.\n\nPreferred Qualifications\n\nBachelor’s degree in a related field.\nParalegal certificate, legal-administrative training, or corporate legal-support experience.\nExperience in multi-company, healthcare, professional-services, government, corporate, or legal environments.\nExperience with corporate records, contracts, licensing, regulatory tracking, or document-control systems.\nMaryland Notary Public commission or willingness and eligibility to obtain one.\nExperience with electronic signature, project-management, CRM, HR, accounting, inventory, or related systems.\n\nPERFORMANCE EXPECTATIONS / WHAT SUCCESS LOOKS LIKE\n\nMaintain a professional, organized, secure, and prepared executive office.\nReliably manage executive calendars, meetings, communications, assignments, and deadlines.\nTrack and escalate urgent, overdue, or unresolved matters appropriately.\nProduce accurate, organized, executive-ready documents and records.\nMaintain accessible corporate, contract, licensing, regulatory, and legal-administrative records.\nProtect confidential information and coordinate signatures, filings, notarizations, deliveries, and document retention accurately.\n\nADDITIONAL REQUIREMENTS\nPrimarily onsite with reliable attendance. Occasional schedule flexibility may be required for executive meetings, urgent matters, events, deadlines, or site visits.\nEnterprise Management Solutions, LLC provides equal employment opportunities in accordance with applicable law. Reasonable accommodations may be provided to qualified individuals as required.