Executive Assistant / Office Systems Manager

Executive Assistant / Office Systems Manager

With the expansion of the Massachusetts based Alliance Health Management Services, LLC comes the need for us to hire an Executive Assistant / Office Systems Manager.

Currently Alliance Health Management Services owns and operates 9 Skilled Nursing Facilities (SNFs), and1 Hospice Care Organization within the state of Massachusetts. In addition, the company also owns and operates a Foster Care Organization, currently supporting Virginia and Rhode Island. The company also manages several other SNFs and is constantly entertaining additional requests from other organizations in search of our proven successful leadership and management style. Our growth requires an experienced professional who is approachable, collaborative, self-disciplined and extremely organized manager. Discretion is a mandate. While a bachelor’s degree in administration and management is not a requirement, a resume demonstrating a successful and proven performance record in an established corporate environment; utilizing, communicating, and coordinating daily administrative and system management functions is. This is a full-time position located in the corporate headquarters of the company - NO REMOTE. It is a dog-friendly environment. Those allergic and/or not fond of dogs, may want to seek opportunities elsewhere. This is a tremendous opportunity for the selected candidate to be the voice and the face of a high level, high performing company - playing a “key man / key woman” role, but from the sidelines. Below, you will find a detailed job description. At the top of the list, please find that support of the executive C-Suite is the first focus. Support for the Chief Executive Officer (CEO), Chief Operations Officer (COO), and the Chief Financial Officer is a paramount function, ensuring a productive, enthusiastic and organized work environment, with everyone feeling supported. Please, only seriously dedicated, well experienced candidates need apply.

Job Description:

Tasks

· Review, coordinate, and update C-Suite Calendars and any necessary travel arrangements to include hotel accommodation. Ensure requested communications permeates and/or cascades throughout the enterprise as requested.

· Oversee, manage, and coordinate day-to-day office operations, including facilities management, scheduling, calendar coordination, supplies, procurement, and maintenance of equipment and systems. Ensure calendar management includes scheduling all meetings and conferences.

· Manage office correspondence, including emails, phone calls, and mail distribution, ensuring timely and accurate responses, and thorough communications.

· Foster a positive and inclusive office culture by organizing employee engagement activities, events, and celebrations.

· Coordinate and Liaise with all facilities and offices within the organization regarding annual activities, company outings, award presentations, etc.

· Coordinate and support quarterly Board Meetings, presentation materials, meeting locations, and catering.

· Review and provide updates on Regulatory compliance.

· Notary Public. If not already a Notary, then able to become one shortly after starting the job.

· Monthly invoicing for contracted services – billing.

· Process invoices and corporate employee expense reports.

· Facility insurance renewals: Certificate of Insurance requests; Rehab Outpatient liability coverage letter requests.

· Vehicle titles (SNF-owned) – safe keeping of titles; manage registration renewals.

· PDF Editor – keep and use proficiently.

· Office supplies: order, manage, and store.

· Manage corporate office phone system.

· Update and maintain files: Facility listing, weekly schedules / calendar, corporate organizational chart, office floor plan.

· Respond to General Mailbox voice mails.

· Daily mail.

· Serve as primary contact for landlord.

· Ring Central online fax service administrator.

· primary contact for office copy machines

· Conference room resource management

· Copiers and Fax machine review, coordination and repair.

Qualifications and Requirements

· Bachelor’s degree in business administration, management or related field. Relevant experience may be accepted in lieu of degree.

· Relevant experience centers around 5 years’ experience at a high level, supporting multiple executives, with a track record of effectively managing office operations.

· Strong organizational and multitasking skills to handle multiple responsibilities and prioritize tasks in a fast-paced environment.

· Excellent communications and interpersonal skills to interact with employees at all levels, as well as external stakeholders.

· Proficiency in using office productivity software, such as Microsoft Office Suite (Outlook, Word, Excel, and Power Point) and familiarity with office management systems.

· Strong problem-solving and decision-making abilities to address issues and make informed judgements.

· Ability to maintain confidentiality and handle sensitive information with professional discretion.

· Knowledge of health and safety regulations and procedures to ensure a safe and compliant work environment.