Job Description

Summary: The Executive Office Manager is primarily responsible for the administration of the Executive office and the Board of Directors. The Executive Office Manager is a partner to the CEO in fast-paced, dynamic environment. Ability to work effectively with all levels in the organization is an essential quality along with exceptional communication skills. As the CEO’s partner, you will run day-to-day operations to enable him/her to focus his efforts on the company, the clients and its employees. The position entails managing the reception area, coordinating all front desk activities, and supervising the support staff.

Spearhead and support the running and growth of the organization. You will provide proactive executive support assuring that the CEO and other executive’s time is maximized for focus on priorities of the business. You will help drive results, growth, enable & foster our culture, and the organization’s mission. You will assure the smooth operations of the organization and participate in developing and measuring the metrics for accountability and success for the entire organization.

Essential Functions:

• Act as trusted personal assistant to the CEO and manage personal relationships of the CEO with senior external stakeholders (calls, correspondence, meetings, visitor, etc.). Maintain the stakeholder relationship database accordingly.
• Organize travel and meetings arrangements for executives.
• Assist the CEO as appropriate to prepare and edit communications, mailings, letters, presentations and other documents (particularly PowerPoint).
• Support the CEO to organize the Board of Director meetings.
• Organize overall logistics support for Board meetings: event preparation, board members travels (itineraries, hotel bookings, document gathering etc.)
• Attend Board meetings. Record, transcribe and distribute minutes of Board meetings under the supervision of the CEO / Secretary of the Board (board member).
• Liaise with relevant heads/directors in charge of agenda items to ensure timely delivery of content and preparation of decisions.
• Coordinate with the Compliance Officer/Designee appropriate reports to ensure compliance to internal rules.
• Organize planning of Executive Team meetings (weekly) and Extended Executive Team meetings (monthly) meetings and ensure effective attendance and timely remote connections.
• Attends Executive Team Meetings upon request, capture key decisions and ensure dissemination of minutes.
• Support synthesis of annual action plan with internal stakeholders, Finance & Planning Director, Foundation Development; Grant applications/maintenance of records and External Affairs departments.
• Coordinate the gathering and release of the board report; quarterly newsletter and bi-monthly board communications; CEO input for employee newsletter on a quarterly basis; and monthly activity report.
• Supervise the Special Projects Assistant and delegate as appropriate. Serves as a liaison for the Foundation and Development and other departments to ensure co-ordination of executive team activities including mails and other correspondences.
• Ensure overall alignment of executive team members’ agendas. Occasionally provide administrative support to executive team members (together with Special Projects Assistant).
• Maintain and organized all essential documents for the operations of the organization such as all licensing and licensing reports (Surveys reports, plans of corrections, copies of licenses for operations and certificates of occupancy, Medicaid/Medicare and other participatory insurance applications; tax exempt; NPI other provider numbers.
• Manages the supply budget of the Executive Office to ensure cost efficiencies and standardization.
• Ensures all contracts, liability insurance certificates, and vendor licenses are valid.
• Responsible for the running of the front desk by hiring and training all front desk staff and leading by example.
• Schedule the front office staff and supervise workload during shifts

Education and Experience:

• A bachelor’s degree in Business Office Administration required; or three years related experience and/or training; or equivalent combination of education and experience.
• Senior experience as a personal assistant of CEO or senior executive, chief of staff, or executive office man- ager. Minimum 10-year experience providing support at a high level.
• Experience in governmental organization or health care organization, – ideally both.
• PowerPoint, Word and Excel savvy. Comfortable with information systems and databases (e.g. SharePoint)

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