The Office Manager/Executive Assistant is part of a dynamic, nonprofit organization whose mission is to advance an effective and efficient health system built on a strong foundation of primary care. This valuable member of the team serves as the first point of contact for members and the public, handles routine financial transactions and expense reimbursement, orders supplies and handles building issues, provides scheduling and other support for the President/Chief Executive Officer, produces and coordinates the schedule of organizational events, provides general administrative support for staff, maintains office records and files and oversees tech support.
Key Responsibilities:
•Serves as first point of contact with members and the general public, face to face, via e-mail and in telephone communications; monitors the Admin inbox and distributes key opportunities/ inquiries to staff as appropriate
•Provides day to day oversight of financial management firm; handles AR/AP and expense reimbursement
•Reconciles corporate AMEX account by preparing required monthly reports and receipt retention;
•Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
•Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
•Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
•Works with President/CEO and other senior staff to produce and deliver materials as requested;
•Assists with the coordination of staff travel and processes reimbursements per organization policies;
•Maintains files and records, both electronically and paper copies;
•Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.;
•Manages interface with building management;
•Oversees tech support; provides general administrative support for staff;
•Undertakes special projects and perform other duties as assigned.
Qualifications:
Bachelor’s degree, preferred
Experience in an office management position in a public/private/nonprofit environment
Experience and ability to work independently, as well as with and across all levels of management and line staff
Strong analytical skills
Detail oriented, with highest standards of communications including proofreading of documents and electronic communications
Experience and ability to influence and collaborate in a diverse and cross-functional workplace
Proficiency in MS Office Suite of products
Experience in bookkeeping required.
Management of multiple deadlines, priorities and contractors
High personal and professional integrity
Applicant Instructions:
For consideration, all applicants must send a cover letter and resume to Admin@pcpcc.org. NO PHONE CALLS PLEASE!
