Executive Office Manager

BIRMINGHAM GREEN 

Nursing Home and
Assisted Living Facilities 

Executive Office Manager

Full Time  

Summary: The Executive Office Manager is primarily responsible for the administration of the Executive office and the Board of Directors. The Executive Office Manager partners with the CEO in a fast-paced, dynamic environment. The 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 executives’ time is maximized to focus on the business's priorities. You will help drive results and growth and enable & foster our culture and the organization’s mission. You will ensure the organization's smooth operations and participate in developing and measuring the metrics for accountability and success for the entire organization.

The Executive Office Manager will also perform other duties as assigned.

Required Knowledge, Skills, and Abilities:

    Sound judgment, maturity, high energy level, positive attitude, and strong interpersonal skills will enable you to interact effectively with executive-level clients and prospects, the internal leadership team, and other employees.

    Detail-oriented, while able to seize the big picture

    Sound judgment and inter-personnel skills

    Good organizational and planning skills. Ability to meet short deadlines

    Flexibility, ability to adjust priorities in a fast-moving environment

    Integrity and ability to manage confidentiality

    Demonstrated ability to capture critical elements and decision points, supported by good communication skills (verbal and written). Familiar with communications protocols, especially with clients.

    Self-starter, able to gather critical information.

    Effective team player, able to manage stress and positively shape their environment.

    Able to maintain the confidentiality of the information you may be privy to with unquestionable integrity.

Education and Experience:

    A bachelor’s degree in Business Office Administration is required, or three years of related experience and training, or an equivalent combination of education and experience.

    Senior experience as a personal assistant of CEO or senior executive, chief of staff, or executive office manager. 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)

Essential Functions:

Personal Administration to the Executive:

•    Act as trusted personal assistant to the CEO.

•    Manage personal relationships of the CEO with senior external stakeholders (calls, correspondence, meetings, visitors, etc.). Maintain the stakeholder relationship database accordingly.

•    Organize travel and meeting arrangements for executives.

•    Coordinate sensitive issues upon request of the CEO.

•    Assist the CEO in preparing, and editing communications, mailings, letters, presentations and other documents (particularly PowerPoint).

Administration of the Board of Directors:

•    Support the CEO in organizing the Board of Director meetings.

•    Organize overall logistics support for Board meetings: event preparation, board members' travel (itineraries, hotel bookings, document gathering, etc.)

•    Interact with Board members as appropriate.

•    Prepare Executive Board meetings and support as appropriate subcommittees of the Board.

•    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 with internal rules.

Coordinate Executive Teams & Leadership Meetings Preparation and Follow-up:

•    Organize planning of Executive Team meetings (weekly) and Extended Executive Team meetings (monthly) meetings and ensure adequate attendance and timely remote connections.

•    Establish agenda upon operational planning and expected decisions, milestones, events, etc.

•    Attends Executive Team Meetings upon request, captures critical decisions, and ensures dissemination of minutes.

•    Support synthesis of an annual action plan with internal stakeholders, Finance & Planning Director, Foundation Development; ensure coordination of administrative team activities, including emails and other correspondences.

•    Ensure overall alignment of executive team members’ agendas. Occasionally provide administrative support to executive team members (together with Special Projects Assistant).

•    Organize permanence of Executive Office support with Research & Development (Grants and Projects) with the Special Projects Assistant.

•    Feed internal communications with relevant information.

•    Coordinate with IT to develop share folders for easy access.

•    Maintain and organize all essential documents for the organization's operations, 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.

•    Manages Contract Book.

•    Ensures all contracts, liability insurance certificates, and vendor licenses are valid.

Coordinate Front Desk Support:

•    Responsible for the running of the front desk by hiring and training all front desk staff and leading by example

•    Anticipate and handle any residents, visitors, and staff requests and satisfy their needs within acceptable guidelines

•    Assist in the development and monitoring of the budget to provide top-quality customer service

•    Schedule the front office staff and supervise workload during shifts

•    Coordinate campus-wide IT technical set up & software coordination

What’s in It for You — Employee Benefits

- Medical, dental, & vision insurance to keep you healthy🩺

- Flexible spending accounts & health savings accounts💰

- Legal plan & Employee Assistance Program to get support when you need it most🆘

- Company-paid life insurance to make sure your loved ones are taken care of💖

- Voluntary retirement scheme to support your long-term financial goals💸

- 10 paid holidays to recharge & celebrate🎉

- Accrue up to 240 PTO hours per year to use for vacation, sick days, or personal time🌴

- Possibility to cash out accrued PTO hours once per year💵

- Discounts to save money on everything from gym memberships to movie nights🍿

- Free meals during your shift to stay fueled & energized🥗

- Critical illness leave to help you focus on your recovery💊

- Pet insurance to make sure your companion will receive the best possible care🐾

- Benefits call center to assist you with any questions or concerns you may have!💬