Position Overview The Office Manager / Executive Assistant provides high-level administrative, operational, and organizational support to executive leadership while ensuring smooth day-to-day office operations. This role manages calendars, communication, office logistics, facilities needs, and cross-department coordination. The position requires exceptional organization, discretion, communication skills, and the ability to anticipate needs in a fast-moving environment. Key Responsibilities Strategic & Operational Responsibilities - Manage executive calendars, scheduling, and meeting coordination
- Prepare agendas, briefs, presentations, and follow-up documentation
- Handle email triage, prioritization, and communication on behalf of leadership
- Coordinate travel, logistics, itineraries, and expense reporting
- Oversee office operations including supplies, equipment, vendor relationships, and maintenance
- Manage workspace planning, onboarding logistics, equipment acquisition, and office access
- Ensure compliance with safety, security, and facility protocols
- Maintain office organization including mail distribution, break room upkeep, and workspace cleanliness
Relationship Management - Support executives in communication with internal and external stakeholders
- Coordinate cross-department information flow and meeting preparation
- Answer and route calls from partners, veterans, attorneys, and other stakeholders
- Maintain confidentiality and handle sensitive information with discretion
- Build positive relationships with vendors, service providers, and office visitors
Service / Program Support - Support onboarding logistics for new hires (workspace setup, equipment, access)
- Coordinate monthly Phoenix company meetings, including lunch orders and logistics
- Assist with internal communication distribution and administrative workflows
- Ensure office operations support clinical, operational, and administrative teams
Administrative & Reporting - Maintain accurate records, documentation, and administrative logs
- Track meeting action items and ensure timely follow-up
- Prepare reports, presentations, and internal communications
- Organize incoming and outgoing mail and maintain office filing systems
- Support executives with project tracking and administrative reporting
Qualifications Required - 2+ years of experience in administrative, office management, or executive support roles
- Strong organizational and time-management skills
- Excellent written and verbal communication abilities
- Proficiency with Google Workspace, Microsoft Office, and digital communication tools
- Ability to manage sensitive information with discretion
- Strong problem-solving skills and ability to anticipate needs
Preferred - Experience in healthcare, behavioral health, or professional services
- Familiarity with multi-department coordination and executive-level support
- Background in facilities coordination or office operations
Preferred Experience - Experience supporting C-suite or senior leadership
- Experience in fast-growing or multi-site organizations
- Familiarity with facilities management or vendor coordination
What Success Looks Like - Executives experience seamless scheduling, communication, and administrative support
- Office operations run smoothly with minimal disruptions
- High satisfaction from staff and leadership regarding communication and coordination
- Onboarding logistics are consistently prepared and executed on time
- Office environment remains organized, professional, and well-maintained
- Administrative workflows are efficient, accurate, and reliable
Why Join Empower Mental Health? - Mission-driven organization focused on emotional and cognitive wellness
- Collaborative, supportive leadership team
- Opportunities for growth and expanded responsibility
- Meaningful work that directly impacts patient care and organizational success
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