Office Manager / Executive Assistant

Job Title: Office Manager/Executive Assistant

Department: Administration

Reports To: Chief Executive Officer (CEO)

FLSA Status: Exempt

Wage Range that the Company Expects to Pay: $2,884.62 bi-weekly

SUMMARY

Under the direct supervision of the Chief Executive Officer, the Confidential - Office Manager/Executive Assistant is responsible for overseeing and managing the day-to-day operations of the executive office while maintaining discretion and confidentiality in handling sensitive information. This role involves providing high-level administrative support to the executive team, managing clerical and administrative staff, and ensuring smooth office operations. The position requires excellent organizational skills, leadership abilities, and the capacity to manage competing priorities in a fast-paced environment.

It is the primary purpose of CHCCC to provide the highest quality of total care possible to the patient population it serves. Such a level of quality depends ultimately on the staff's desire and ability to work together, individually, and as a team. The employee is expected to be professional, punctual, maintain regular attendance, cooperative, motivated, and organized at all times.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Additional duties may be assigned with or without prior notice.

Executive Support

1. Serve as the primary point of contact for internal and external communications on behalf of the executive(s).
2. Prepare, proofread, and manage confidential correspondence, reports, presentations, and documents.
3. Manage executive calendars, schedule appointments, coordinate meetings, and arrange travel itineraries.
4. Conduct research and provide summaries or analyses to support decision-making.
5. Maintain a comprehensive filing system for executive and organizational records.

Office Management

1. Oversee office operations, including maintaining office supplies, equipment, and technology.
2. Ensure compliance with company policies, regulations, and confidentiality protocols in office processes.
3. Develop, implement, and refine administrative systems and workflows to enhance efficiency.
4. Act as a liaison between departments to foster communication and collaboration.

Supervision of Staff

1. Manage and supervise clerical and administrative staff, including recruitment, training, and performance evaluation.
2. Delegate tasks effectively and monitor progress to ensure high-quality output.
3. Foster a positive and productive work environment through team building, mentorship, and conflict resolution.

Budget and Resource Management

1. Assist in the preparation and monitoring of budgets related to office operations.
2. Negotiate with vendors for office-related services and supplies to optimize cost-efficiency.
3. Maintain records of office expenditures and provide reports as needed.

Event and Project Management

1. Coordinate and manage logistics for special projects, company events, and board meetings.
2. Prepare agendas, record minutes, and follow up on action items as needed.

Demonstrates adherence to and observes all safety policies and procedures, inclusive of infection control rules and regulations.

Maintains and adheres to strict confidentiality and privileged communications (HIPAA, Employee Confidentiality, and Corporation). Demonstrated ability to handle sensitive and confidential information with discretion.

Other duties may be assigned on interim or long-term basis.

SUPERVISORY RESPONSIBILITIES

Supervises administrative and executive assistants at Headquarters. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, training employees, planning, assigning and directing work, appraising performance, rewarding and disciplining employees, addressing complaints and resolving problems.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

• Bachelor’s degree in Business Administration, Office Management, or a related field (or equivalent experience).
• Minimum of 5 years of experience in an executive assistant, office management, or similar administrative leadership role.
• Proven experience managing and supervising administrative staff.

A.S. Degree in Administration is preferable.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to read, analyze, and interpret general business periodicals, professional journals, or governmental regulations. Ability to write reports, business correspondence. Ability to speak effectively before groups of customers or employees of organization. Excellent verbal and written communication skills, with attention to detail.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardized exists. Exceptional organizational and multitasking skills, with the ability to prioritize competing demands.

COMPUTER SKILLS

Experience with word processing, spreadsheets, email, and keyboarding required, advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Canva, Visio, and Google Suite skills required. Must be proficient in typing.

CERTIFICATES, LICENSES, REGISTRATIONS

Possession of current, valid, unrestricted California Driver's License (Class C) required. Typing certificate of minimum 55wpm required. Notary Public is preferred.

OTHER REQUIREMENTS

Required to pass a criminal history background check and drug screen upon hire. Annual health examination; annual Tuberculosis skin test clearance or chest x-ray; proof of immunity to MMR, Varicella, and Hepatitis B; proof of Tdap vaccine; during current flu season, must provide proof of influenza vaccine or a signed declination form. If declined, a flu mask is mandatory during flu season. Health screening requirements are subject to change based on CDC recommendations.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently exposed to moving mechanical parts. The employee is occasionally exposed to risk of electrical shock. The noise level in the work environment is moderate (i.e. office setting with computers, phones, and printers).

This role is performed primarily in an office setting, with occasional requirements to attend meetings or events outside regular business hours.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.

Salary : $2,885