Executive Assistant/Office Manager

The Office Manager is responsible for the day-to-day administrative and facilities management functions, resources, deliverables and staff. Additionally, this position provides administrative support to executives and directors as assigned.

Administrative Leadership

• Ensure the efficient operations of Health Share's administrative office functions.
• Collaborate with supervisors to ensure efficient and effective on-boarding of new employees and processes for managing employees leaving the organization.
• Coordinate onboarding, equipment and workspace setup for new hires and staff moves.
• Develop, implement, and monitor department related policies, procedures and monitoring systems for effective administration of office and facilities functions.
• Identify opportunities for administrative efficiency and improvement, including potential difficulties and/or barriers to the implementation of office procedures and steps to mitigate or avoid them.
• Assist with processing paperwork and updating data and other pertinent information required for processing payroll; approve payroll entries.
• Complete projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress and problem solving.
• Serve as co-chair of the Health Share Safety Committee.
• Establish and maintain cooperative and productive working relationships with internal and external stakeholders in the course of work.

Office Management

• Manage and coordinate activities involved in maintaining and processing records associated with purchasing related to office operations.
• Oversee activities related to facilities coordination and assists with coordination across teams and with outside vendors for event coordination.
• Act as a resource to the organization regarding administrative and facilities management functions.
• Develop and maintain customer and vendor relationships in support of delivery of administrative functions.
• Process and code invoices, arranging for billings and payments in coordination with the Finance Department.
• Maintain relationships with property management to ensure safe, effective and efficient functioning of the administrative offices.

Administrative Support

• Support Member Advisory Committees (MAC) comprised of members of the community advising the board.
• Manage assigned executive calendars, requiring interactions with both internal and external executives and assistant to coordinate a variety of executive meetings; schedule and arrange appointments.
• Collect, review, prepare, and distribute appropriate materials, presentations and other documents upon request or using own initiative.
• Compile minutes, codify actions and decisions.
• Provide administrative support to senior leadership as assigned, including scheduling and arranging all aspects for meetings with internal and external groups, managing multiple calendars, preparing, and distributing documents and materials and developing presentations and visuals.
• Assist with conferences and special event logistics, including scheduling and facilities coordination.
• Arrange travel, including transportation, lodging and conference or meeting registrations, as needed.

Employee Supervision

• Manage team and recommend team direction and goals in alignment with the organizational mission, vision and values.
• Identify work and staffing needs to meet work expectations; recruits and hires, using an equity, diversity, and inclusion lens.
• Plan, organize, schedule, and monitor work; ensure employees have information and resources to meet job expectations.
• Lead the development, communication, and oversight of team and individual goals; ensure goals, expectations, and standards are clearly understood by staff.
• Train, supervise, motivate, and coach employees; provide support toward employee development.
• Incorporate guidance from equity tools into people leadership, planning, operations, evaluation, and decision making.
• Ensure team adheres to department and organizational standards, policies, and procedures.
• Evaluate employee performance and provide regular feedback to support success; recognize strong performance and address performance gaps and accountability (corrective action).
• Perform supervisory tasks in collaboration with Human Resources as needed.

Organizational Responsibilities

• Perform work in alignment with the organization's mission, vision, and values.
• Support the organization's commitment to equity, diversity, and inclusion by fostering a culture of open mindedness, cultural awareness, compassion, and respect for all individuals.
• Strive to meet annual business goals in support the organization's strategic goals.
• Adhere to the organization's policies, procedures, and other relevant compliance needs.
• Perform other duties as needed.

Knowledge:

• Strong understanding of administrative and office management needs

Core Skills and Abilities:

• Leadership skills, including the ability to supervise, motivate, and coach team members
• Proficient with Microsoft Word, Excel, PowerPoint and Outlook to collect, analyze and display information as necessary
• Ability to manage multiple tasks with a high level of organization, flexibility and focus, often under tight deadlines
• Ability to use good judgment, personal initiative and discretion to perform complex work with particular attention to detail
• Ability to effectively interact with individuals at all levels internal and external to the organization
• Excellent written and verbal communication skills, including grammar, spelling, and proofreading; ability to assist with all forms of business correspondence
• Excellent customer service skills
• Excellent organizational skills including ability to effectively handle multiple priorities and demands in a dynamic work environment.
• Ability to maintain confidentiality when performing assignments that are sensitive and confidential in nature
• Ability to gather, compile and analyze data

• Ability to perform repetitive finger, wrist, shoulder, or neck movement for at least 6 hours/day
• Ability to see, read, hear, and speak clearly for at least 6 hours/day
• Ability to lift, carry, push, pull and/or pinch small objects for at least 3 hours/day

• Ability to focus on and comprehend information and learn new skills and abilities
• Ability to assess a situation and seek or determine appropriate resolution
• Ability to accept direction and feedback, as well as tolerate and manage stress

Education and/or Experience

Required:

• Minimum 5 years' experience related to office management and administrative support functions

Preferred:

• Knowledge of basic concepts of Medicaid and managed care
• Minimum 1 year experience in a supervisory or lead position; lead roles preferably include regular assistance to a manager or supervisor in staff hiring, coaching, performance evaluation, and other supervisory tasks

Working Conditions

Indoor/Office Member Facing Patient Facing Facilities/Security

Indoor/Office Member Facing Patient Facing Facilities/Security Outdoor Exposure

Health Share is an equal opportunity employer and employs personnel without regard to age, citizenship, color, creed, physical or mental disability, economic status, education, ethnicity, family responsibilities, gender identity and expression, genetic information, health status including HIV status, height, housing status, marital status, matriculation, national origin, physical appearance, race, religion, political affiliation, pregnancy, sex, sexual orientation, union membership, veteran status or other unlawful factors, with respect to recruiting, hiring, job assignment, promotion, discipline, discharge, compensation, training and other terms, conditions and privileges of employment and contracting.

Health Share is committed to creating a diverse staff made of people who are dedicated, optimistic and committed to health equity from all segments of the greater Portland Region, and we encourage people of color, people with disabilities, LGBTQ people, women and nonbinary people, and Veterans to apply for consideration.