Front Office Manager & Executive Assistant

Internet Marketing and SEO; City of Rochester (NY); On-site; USD 45,000 - 60,000; Full time

Job summary

Internet Marketing and SEO is seeking a dedicated Front Office Manager & Executive Assistant to support daily operations and assist the CEO. This full-time in-office position requires professional communication and organizational skills.

The ideal candidate will manage front office duties, assist with scheduling, and maintain efficient office practices. Strong experience in office administration, along with proficiency in Microsoft Office, is essential. Join us to ensure a welcoming and proficient environment!

Qualifications

• Prior experience in office administration, front desk operations, or customer service.
• Strong communication skills and customer service orientation.
• Dependable and able to work independently.

Responsibilities

• Manage front office responsibilities and client communications.
• Provide administrative support to the CEO and assist with scheduling.
• Maintain organization in a fast-paced office environment.

Skills

Office administration

Verbal and written communication

Professional phone etiquette

Organizational skills

Tools

Microsoft Office

Job description

Description

Angels In Your Home is seeking a professional, organized, and dependable Front Office Manager & Executive Assistant to support daily office operations and provide direct administrative support to the Chief Executive Officer.

This is a full-time, in-office position scheduled Monday through Friday, 9:00 AM to 5:00 PM. The position reports directly to the CEO and plays an important role in maintaining a professional, organized, and efficient office environment.

The ideal candidate will be able to manage front office responsibilities, communicate professionally with staff, applicants, caregivers, clients, families, vendors, and community partners, and assist executive leadership with scheduling, follow-up, communication, and administrative projects.

Front Office Responsibilities

• Serve as the first point of contact for visitors, callers, applicants, caregivers, clients, families, and vendors.
• Answer, screen, and route incoming phone calls appropriately.
• Greet visitors and direct them to the appropriate staff member or department.
• Maintain a professional, organized, and welcoming front office environment.
• Assist with incoming and outgoing mail, faxes, documents, forms, and general correspondence.
• Monitor office supplies and assist with supply ordering as needed.
• Support general office operations and administrative functions.
• Assist with maintaining organized files, records, forms, and office documentation.
• Help ensure office procedures are followed consistently.

Executive Assistant Responsibilities

• Provide direct administrative support to the Chief Executive Officer.
• Assist with calendar management, scheduling, meeting coordination, and follow-up items.
• Prepare emails, letters, reports, agendas, meeting notes, and other documents as requested.
• Track pending items, deadlines, and follow-up tasks for the CEO.
• Coordinate communication between the CEO and internal departments as needed.
• Assist with special projects, operational initiatives, and administrative assignments.
• Maintain confidentiality when handling sensitive business, employee, client, and leadership information.

Home Care/LHCSA Administrative Support

• Assist with administrative coordination related to agency operations.
• Communicate professionally with caregivers, office staff, clients, families, and external partners.
• Support documentation and communication processes to help ensure timely follow-up.
• Assist leadership, operations, HR, scheduling, compliance, and clinical teams with administrative needs as directed.
• Help maintain a professional and compliant office environment in accordance with agency policies and expectations.

Schedule and Compensation

• Full-time, in-office position.
• Monday through Friday, 9:00 AM to 5:00 PM.

Requirements

Required Qualifications

• Prior experience in office administration, front desk operations, executive assistance, customer service, or a similar administrative role.
• Strong verbal and written communication skills.
• Professional phone etiquette and customer service skills.
• Ability to manage multiple priorities in a fast-paced office environment.
• Strong organizational skills and attention to detail.
• Ability to maintain confidentiality and use discretion when handling sensitive information.
• Dependable, punctual, and able to work independently with minimal supervision.
• Comfortable using computers, email, Microsoft Office, and general office technology.
• Ability to remain calm, professional, and solution-focused when handling urgent or difficult situations.

Preferred Qualifications

• Experience working in a healthcare, home care, LHCSA, MLTC, Medicaid, or human services setting.
• Experience providing administrative support to executive leadership.
• Familiarity with scheduling, HR, compliance, billing, or operational support functions.
• Experience handling confidential employee, client, or business information.
• Strong follow-up skills and ability to track multiple open items.
• Ability to communicate professionally with both internal staff and external contacts.