Job Description

POSITION SUMMARY:

The Office Manager & Executive Support role is responsible for office management and general operational and administrative activities for the HCTec offices. This role will also provide support to the Executive and HR Teams, handling administration, projects, programs, communications and processes with speed, accuracy, and confidentiality. This job is an in-office M-F position located in Brentwood, TN

ESSENTIAL FUNCTIONS: To perform this job, an individual must perform each essential function satisfactorily with or without reasonable accommodation.

Office Management

• Responsible for day-to-day administrative operations, including answering phones, mail and package delivery, meeting setup and teardown, and team member support

• Manages front desk as the first point of contact for internal and external parties, thus, ensures a positive and professional visitor, caller, and employee experience

• Arranges with facility manager, the maintenance, alteration, and upkeep of the office

• Manages and maintains inventory of office supplies for all offices

• Manages all vendors for maximum efficiency and cost-effectiveness

• Participates as needed in special projects

Executive & Administrative Support

• Manages overall administrative activities, including handling requests for information, mailing/answering routine letters and inquiries. Compose, prepare, and proofread correspondence, office memos, and reports maintaining confidentiality

• Maintain calendars, schedule travel, and meetings, in support of Senior Management

• Manages, prepares and submits expense reporting for the Senior Management

• Create, organize, schedule, distribute and facilitate presentation materials, equipment set up, and logistics for Board of Directors, Coffee Calls, and other management meetings

• Lead agenda creation and logistics for corporate and community event.

• Partners with all sites to create and implement an ongoing focus on employee and community engagement

KNOWLEDGE, SKILLS & ABILITIES: The requirements listed below are representative of the knowledge, skills and/or abilities required.

1. Education: Bachelor's degree or any equivalent combination of education, experience, and training that provides the required relevant knowledge, skills, and abilities may also be considered in lieu of formal education.

2. Previous experience managing a small to mid-sized office environment with multiple locations.

3. Expert knowledge of MS Office suite.

4. Experience managing basic office functions and vendors, including phone, FedEx/UPS, facility maintenance, and meeting planning.

5. Prior experience in a fast-paced, multi-state office environment preferred.

6. Regular and reliable attendance

7. Perform other duties as assigned

Experience: Minimum 2 years of experience providing office management and administrative support to Senior Management team members.

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