Executive Assistant/Office Manager

Summit BHC; United States; On-site; USD 55,000 - 85,000; Full time

Benefits offered by this job

Comprehensive benefits

Job summary

Summit Healthcare Mgmt in Franklin, TN seeks an experienced Executive Assistant/Office Manager to support the CEO and executive team. The role includes calendar control, travel planning, board meeting prep, and overseeing corporate office operations.

You will manage confidential information, prepare presentations, and coordinate with departments and vendors. A strong admin background and excellent communication are required.

Qualifications

• Five or more years of job-related experience; preferably supporting the CEO or executive team.
• Advanced computer skills including Word, Excel, and PowerPoint; accurate typing of 80+ wpm.
• Excellent communications and interpersonal skills.

Responsibilities

• Provides daily support to the Executive Team Members.
• Organizes meetings, travel and conferences; maintains calendars for the executive team.
• Plans and prepares materials for quarterly board meetings and operating reviews; documents meeting minutes.
• Serves as Office Manager for the corporate office; coordinates office space and vendor relationships.
• Performs desktop publishing; creates and develops visual presentations.
• Maintains filing system and retrieves information as needed.
• Manages large volumes of information and calls; handles confidential data.
• Drafts correspondence and responses; handles routine questions and phone coverage.
• Acts as liaison with departments and outside agencies; explains policies when necessary.
• Works independently and on special projects; may manage large events.

Skills

Microsoft Office

Executive support

Calendar management

Travel planning

Document drafting

Communication

Education

High School Diploma

Bachelor's degree preferred

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Executive Assistant/Office Manager | Summit Healthcare Mgmt | Franklin, Tennessee

About the Job:

PURPOSE STATEMENT:

The Executive Assistant provides administrative support to the Executive Team including board activities, publications, volunteerism and special events planning. Responsible for overall corporate office activities, including the reception area, mail and purchasing requests, coordinating office services and related activities, arranging internal office moves and providing arrangement for office meetings and conferences. Performs payroll, obtaining supplies, scheduling, filing, and working on special projects. Answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with external callers and visitors as well as internal contacts at all levels of the organization

Roles and Responsibilities:

ESSENTIAL FUNCTIONS:

• Provides daily support to the Executive Team Members.

• Organizes activities such as meetings, travel and conferences. Maintains schedules and calendars for the executive team as assigned.

• Plans and prepares materials for the quarterly board meetings, monthly operating reviews, departmental conferences, etc. Documents and distributes departmental meeting minutes.

• Serves as Office Manager for the corporate office, coordinating office space and responsibility for office support and equipment vendor relationships.

• Performs desktop publishing; creates and develops visual presentations.

• Establishes, develops, maintains and updates filing system. Retrieves information from files when needed.

• Organizes and prioritizes large volumes of information and calls.

• Sorts and distributes mail. Opens mail for the team. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.

• Answers phones, takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other system development assistants to cover phones.

• Acts as a liaison with other departments and outside agencies, including high-level staff such as hospital management, Human Resources and other team members. Handles confidential and non-routine information and explains policies when necessary.

• Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects which may include planning and coordinating multiple presentations, disseminating information, organizing large scale company events.

• Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.

• Monitors, analyzes and processes expense reports sending to accounts payable. Processes check requests for payment.

• Collects and processes timesheets, vacation and sick leave requests for executive team.

• Tracks and updates the facility listing and daily census and FTE reporting from facility.

EDUCATION/EXPERIENCE/SKILL REQUIREMENTS:

• High School Diploma or equivalent required, Bachelor’s degree preferred.

• Five or more years of job-related experience; preferably supporting the CEO or executive team members.

• Advanced computer skills including Microsoft Office; especially Word, Excel, and PowerPoint. Accurate typing of 80+ words per minute.

• Knowledge of office administration procedures with the ability to operate most standard office equipment.

• Excellent communications and interpersonal skills required.

LICENSES/DESIGNATIONS/CERTIFICATIONS:

Not Applicable.

SUPERVISORY REQUIREMENTS:

This position is an Individual Contributor.

Why Summit Healthcare Mgmt?Summit Healthcare Mgmt offers a comprehensive benefit plan and a competitive salary commensurate with experience and qualifications. Summit Healthcare Mgmt is an EOE.

Summit BHC is dedicated to serving Veterans with specialized programming at our treatment centers across the country. We recognize and value the unique strengths of the military community in supporting our mission to serve those who have served.