Site Coordinator / Administrative Assistant

Site Coordinator / Administrative Assistant

At Gifthealth, we're revolutionizing the way people experience healthcare by simplifying the process of managing prescriptions and health services. Our mission is to provide a seamless, personalized, and efficient healthcare experience for all our customers. We're a dynamic, innovative, and customer-centric company dedicated to making a positive impact on people's lives.

Position Summary

Gifthealth is looking for an organized, proactive, and people-oriented Site Coordinator / Administrative Assistant to serve as the operational hub of our Rich St. location while providing direct administrative support to the Executive Leadership Team (ELT). This is an equally split role: half your time anchors the day-to-day rhythm of the site, and half amplifies the productivity and effectiveness of senior leadership.

The ideal candidate thrives in a fast-moving environment, takes pride in the details, and brings genuine energy to both keeping a physical space running smoothly and helping busy executives focus on what matters most.

Key Responsibilities

Site Coordination Responsibilities

• Facility management: Serve as the primary point of contact for building management, vendors, and service providers. Coordinate maintenance, repairs, and facility-related requests to keep the space running without interruption.
• Office operations: Manage supplies inventory, equipment, and common areas. Ensure the site is stocked, organized, and ready for the day.
• Visitor and guest experience: Greet visitors, manage check-in processes, and ensure a professional and welcoming environment consistent with the Gifthealth brand.
• Event and meeting logistics: Coordinate on-site meetings, team events, and any catering or A/V needs. Manage room scheduling and setup.
• Safety and compliance: Support workplace safety protocols and maintain awareness of building access, emergency procedures, and compliance requirements.
• Cross-functional coordination: Serve as a liaison between the Rich St. team and internal departments, surfacing site needs and communicating relevant updates.

Administrative Support Responsibilities

• Calendar management: Schedule and maintain calendars for ELT members, coordinating across time zones and adjusting in real time as priorities shift.
• Meeting facilitation: Prepare agendas, coordinate logistics, take notes, and track follow-up items from leadership meetings and working sessions.
• Travel coordination: Arrange domestic travel for ELT, including flights, hotels, ground transportation, and itineraries.
• Correspondence and communications: Draft and manage professional communications on behalf of ELT members. Screen and route email and messages appropriately.
• Document preparation: Prepare and proof materials including agendas, briefing documents, reports, and presentations.
• Expense reporting: Track and submit expense reports for supported executives accurately and on time.
• Project and initiative tracking: Monitor status of high-priority items, surface roadblocks to leadership, and ensure deadlines are met.

Qualifications

• Experience: 3+ years in office management, operations coordination, executive assistance, or a comparable role supporting multiple priorities.
• Technical proficiency: Expert in Google Workspace (Gmail, Calendar, Drive, Docs, Sheets). Comfortable with Slack, Zoom, and project management tools.
• Communication: Strong written and verbal skills. Capable of drafting crisp, professional correspondence.
• Judgment and discretion: Proven ability to handle sensitive information and represent leadership with integrity.
• Physical requirements: Ability to perform light facility tasks (moving supplies, setting up rooms, greeting vendors on-site).

Work Environment

• Location: On-site
• Schedule: Full-time
• Primarily on-site at Rich St. to support facility and team operations.
• Requires availability during core business hours with flexibility for occasional urgent requests.

Key Essential Functions

• Extended periods of time while supporting front desk and office operations.
• Must be able to lift and carry up to 25 pounds occasionally, including office supplies, packages, and deliveries.
• Must be able to perform repetitive motions throughout the workday, including typing, reaching, bending, filing, scanning, and operating office equipment.
• Must be able to work onsite for all scheduled shifts and maintain consistent front desk coverage during business hours.
• Must be able to communicate clearly, professionally, and effectively with employees, visitors, vendors, and external partners in both written and verbal formats.
• Must be able to multitask and manage interruptions in a fast-paced office environment while maintaining professionalism and attention to detail.
• Must be able to operate standard office equipment and technology, including phones, printers, badge systems, computers, and office software platforms.
• Must be able to move throughout the office regularly to assist with meeting room setup, visitor support, mail distribution, onboarding coordination, and office organization tasks.
• Must be able to maintain confidentiality and exercise sound judgment when handling sensitive employee, visitor, or business information.

Employment Classification

Status: Full-time FLSA: Non-Exempt

Equal Employment Opportunity (EEO) Statement

Gifthealth is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. All employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, transgender status, national origin, age, disability, veteran status, or any other legally protected status.

We celebrate diversity and are committed to creating an inclusive environment for all employees. If you do not meet every requirement but still feel you would be a great fit for this role, we encourage you to apply!

Disclaimer

This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties, or skills required of personnel. Gifthealth reserves the right to modify job duties or descriptions at any time.