Office Manager

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Job description

Description:

The Office Manager is responsible for ensuring the smooth running of the office on a day-to-day basis. This role requires a highly organized individual who can manage administrative tasks, oversee office operations, and support staff members in various departments. The Office Manager will also provide confidential administrative support to the Board and the Chief Executive Officer, providing administrative support including managing calendars, appointments, conference calls, itineraries, travel, and coordinating meetings. The ideal candidate will have excellent communication skills, a proactive attitude, and the ability to handle multiple priorities effectively.

ESSENTIAL JOB FUNCTIONS

Inspiring our team to achieve continuously improved results and excellence through:

1. Setting and communicating the highest expectations for performance while actively demonstrating personal belief in everyone's ability to realize superior results.

2. Establishing clear goals and associated metrics that support LifeMed Alaska's vision and drive sustainability.

3. Creating a climate of accountability at every level.

4. Ensuring an in-depth understanding of quality expectations.

Serve as an active agent in creating a culture that attracts and retains the best people through:

1. Recognizing individual and team accomplishments.

2. Involving team members in decisions that affect them through work groups and forums.

3. Creating a safe environment that ensures the best outcome for the patient and LifeMed Alaska.

4. Proactively supporting leadership initiatives among peer groups and other leaders.

5. Actively removing barriers to success for both the individuals and the team.

Proactively work to assist others in achieving LifeMed's objectives to be safe, sustainable, and leaders in our community.

JOB DUTIES

1. Oversee and manage all administrative duties in the office, order supplies and equipment as necessary.

2. Provide support to leadership team including coordinating and scheduling appointments and meetings, managing calendars, and handling correspondence.

3. Manage incoming and outgoing mail and packages and make post office runs as needed.

4. Assist with employee event planning, track office expenses, process invoices, and maintain accurate financial records.

5. Manage relationships with office vendors, service providers, and building management to ensure efficient office operations.

6. Ensure adherence to company policies and procedures and implement improvements to streamline office operations.

7. Maintain a clean and organized office environment while ensuring all health and safety regulations are maintained.

PM21

Requirements:

Education: High School Diploma or equivalent required.

Experience: 5+ years executive support experience is required.

Other Required Competencies and Abilities: Two years of providing administrative and operational support at the senior executive level, including booking travel, maintaining calendars, and tracking expenses preferred. Confident written communication, with polished professional writing, and the ability to proof-read and craft organization documents. Strong emotional intelligence, including the ability to build trust and rapport in relationships with those from diverse backgrounds, be fully accountable for the impact of actions on others, and listen respectfully. Attention to detail, ability to juggle multiple competing priorities. Ability to maintain and protect sensitive and confidential information.

Ability to read, analyze, and interpret policy and procedure manuals, and technical procedures. Ability to write reports and business correspondence. Ability to effectively present information and respond to questions from groups of managers, customers, and other employees. Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists. Ability to interpret a variety of instructions and apply them to the situation.

Attendance: Regular attendance is required for this position.

English Language: Must be able to read, write and speak English.

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