Office Manager RH

Riverside Health System; Newport News (VA); On-site; USD 68,000 - 94,000; Full time

Job summary

Riverside Health System in Newport News, Virginia is seeking an experienced executive assistant to support the Senior Vice President, Human Resources and the CEO at the corporate office.

You will manage calendars, coordinate travel, prepare minutes and reports, and supervise administrative staff to ensure smooth daily operations.

The ideal candidate has at least 5 years of executive administrative experience, leadership background, and a High School Diploma or GED.

Qualifications

• Minimum of 5 years of administrative support experience.
• Experience providing executive-level support to VP+.
• Prior leadership experience required.
• Strong calendar and travel coordination skills.
• Proven ability to supervise administrative staff.

Responsibilities

• Answer and qualify telephone calls and emails.
• Coordinate executive calendars and travel requests.
• Prepare meeting minutes and company reports.
• Assist with board meeting preparation and scheduling.
• Supervise corporate office staff and ensure administrative coverage.
• Screen visitors and manage front desk interactions.

Skills

Executive support

Calendar management

Communication

Team leadership

Education

High School Diploma or GED

Associate degree in related field

Job description

Newport News, Virginia

Hiring Range

$68,000.00 - $93,500.00/AnnualActual pay is determined based on job-related factors such as relevant experience, education, credentials, skills, internal equity, and business needs.

Overview

Works under the supervision of the Senior Vice President, Human Resources. Provides executive-level administrative support to assigned corporate office executives to include direct support of the CEO. Directly supervises the executive/administrative assistants at the corporate office. Performs a wide range of administrative and secretarial duties for the department and other duties as assigned.

What you will do

• Performs general administrative duties to include: answering and qualifying telephone calls and/or emails, referring communications, accurate taking of messages, taking meeting minutes, coordinating executive calendars, board meeting preparation and scheduling. Prepares and responds in a timely and accurate manner to all reports, correspondence, memos, minutes, completion of forms, etc. Prepares and forwards documents (i.e. capital requests, purchase orders, check requests, printing requests and dietary requests) for responsible parties. Coordinates appointments, travel arrangement with travel request forms, approvals and processing, as well as coordinates itineraries for visitors and responsible parties and assists with conference room schedules to help assure availability. Maintains accurate up-to-date filing system. Sorts and prioritizes mail, taking appropriate action as needed to facilitate timely delivery. Provides coverage and “back-up” for any corporate team member when out of office or as needed.
• Has working knowledge of assigned executives so as to be able to effectively manage their time and appointments.
• Supports/coordinates RHS Board Committees and/or other RHS Committees. Duties may include minute taking, scheduling and retreat coordination.
• Supervises the Corporate Office Staff and coordinates the daily operations ensuring appropriate administrative coverage, to include front desk coverage. Ensures policies and procedures are followed. Monitors work flow processes and work load, ensuring effective coverage and support.
• Demonstrates positive interpersonal relations in dealing with the public and colleagues to project a favorable image of RHS. Demonstrates positive interpersonal relations in dealing with fellow employees so that productivity and positive employee relationships are maximized. This will include but not limited to appropriately screen incoming calls and visitors, greet members of the public, employees, and outside parties, in a courteous and professional manner.

Qualifications

Education

• High School Diploma or GED, (Required)
• Associates Degree, Related Field (Preferred)

Experience

• Minimum of 5 years experience providing administrative support (Required)
• Experience providing executive-level (VP and above) support (Required)
• Prior leadership experience (Required)