A Brief Overview

The Office Manager Executive Assistant is responsible for coordinating and managing office functions for the division office, and provides assistance to the executives of HCBS. Responsibilities include office management, and all corporate policies and procedures are a top priority. This position is also responsible for greeting everyone at the building, maintaining good rapport with clients and other customer relations activities, which includes new and existing clients.

What you will do

• Oversees all office operations including efficiency, organization, purchasing, and customer relations. May participate in marketing for the office.
• Responsible for directing questions and requests for information, managing and creating and monitoring complex plans and schedules as executive assistant.
• Manages all front office HR-related tasks, including equipment set up.
• Sets-up and manages conference calls and meetings, including the preparation and organization of meeting space and materials in advance. May order food for business meetings (breakfast/lunch, etc.).
• Coordinates meetings, conferences, and other special events and tasks across department and/or division.
• Ensures all incoming packages and mail are directed to appropriate individuals.
• Ensures cleanliness and overall appearance of the physical office, kitchen, and grounds.
• Ensures office supplies and equipment and kitchen items are sufficiently stocked, coffee, utensils in drawers etc.
• Oversees the management, inventory process, and ordering and replenishment of office supplies.
• Manages the coordination and arrangement of meetings and events, some with very high-level executives both inside and outside the company.
• Arranges international and domestic travel, and completes expense report processing.
• Leads projects independently by researching, preparing, and coordinating materials.
• Assists with office moves and other various facilities related tasks if applicable.
• Responsible for updating office furniture, wall coverings, and overall professional office appearance, etc.
• Partners with manager to ensure that all needs of the office are being met.
• Drafts and distributes correspondence, maintaining files, and performing various special projects.
• May act as office reception to all visitors and vendors as applicable.
• Demonstrates confidentiality, the administrative work for this role involves top level management contacts and exposure to highly sensitive information requiring considerable tact, diplomacy, and judgment.
• Responsible for understanding and complying with company policies and procedures while performing the role outlined above.
• Attends all required training, in-service, and staff meetings.
• Strives to maintain a safe working environment through the prevention of accidents, the preservation of equipment, and the achievement of safe working practices.
• Responsible for budget and financial management, data management, and content analysis.
• Communicates and responds effectively to verbal and written inquiries on behalf of leadership and to professionally represent programs and policies in communications with community stakeholders.

Qualifications

• Bachelor's Degree in Business Administration, or equivalent work experience Required
• 1-3 years of work experience managing an office Required and
• 1-3 years experience in people management Required
• Demonstrated ability to work independently with limited direct supervision.
• Demonstrated ability to exercise excellent judgment and discretion in handling highly confidential information.
• Strong written and verbal communication skills and proven ability to communicate clearly and professionally with individuals at all levels, internally and externally.
• A high degree of professionalism and a strong work ethic coupled with a sense of responsibility and integrity required.
• Excellent teamwork and interpersonal skills.
• Strong time management and organizational skills with attention to detail.
• Strong computer proficiency in Microsoft Word, Excel, PowerPoint, and Outlook required. Concur is a strong plus.
• Ability to handle multiple priorities from various constituents with tight deadlines in a fast-paced environment.
• Ability to resolve problems independently and work with a high degree of autonomy and responsibility.
• Requires a detail oriented, self-starter, who takes initiative, able to prioritize, work independently with limited direction and multi-task in busy environment.
• Ability to accept new responsibilities and adapts to changes in procedures and processes and work as a part of a team.
• Must demonstrate excellent written and verbal communication skills and interpersonal skills, particularly the ability to communicate effectively with all levels of management and industry professionals.

Compensation

We are committed to offering competitive and equitable compensation. Final salaries will be determined based on factors such as geographic location, skills, education, licenses, certifications, and/or experience. In addition to these factors - we believe in the importance of pay equity. We consider internal and external factors as a part of every final offer. We also offer a generous total compensation and benefits package.

Benefits
A competitive salary is only one part of your total rewards. We also offer a comprehensive benefits package, including paid time off, medical, dental, life and disability insurance, HSA/FSA accounts, retirement, rewards programs, and so much more!


You must be able to pass a drug, background screen and physical abilities test/motor vehicle record check (if one is required per the position).


EEO/ADA
The Company and its affiliates provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions