Office Manager/Executive Assistant at US Pediatric Partners

Jacksonville, Florida, United States -

Full Time

Start Date

Immediate

Expiry Date

15 Apr, 26

Salary

0.0

Posted On

15 Jan, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Travel Coordination, Communication, Presentation Production, Office Management, Vendor Management, Inventory Management, Event Planning, Human Resources Support, Financial Administration, Project Management, Microsoft 365, Problem Solving, Multitasking, Time Management, Confidentiality, Integrity

Industry

Hospitals and Health Care

Description

Description Office Manager/Executive Assistant: Executive Support (Strategic Partnership): Calendar & Schedule Management: Strategically managing complex calendars, prioritizing meeting requests, and resolving scheduling conflicts to optimize executive time. Travel & Logistics: Coordinating end-to-end travel arrangements, including international itineraries, visa requirements, and detailed travel packs. Communication & Gatekeeping: Serving as the primary point of contact for internal and external stakeholders, filtering emails, and managing information flow with a high degree of discretion. Presentation/Report Production: Preparing board packets, presentations and other executive reports for distribution. Office Management (Operational Oversight): Daily Operations: Ensuring a professional work environment by managing office layout, facility maintenance, and cleanliness. Vendor & Facility Management: Coordinating with building management and service providers (IT, utilities, cleaning) and managing contract negotiations. Inventory & Supplies: Monitoring and ordering office supplies, technology equipment, and kitchen amenities. Event Planning: Organizing company-wide events, team-building activities, town halls, and large-scale external meetings. Administrative Systems: Implementing and refining office procedures and digital workflows to improve efficiency. Secondary Duties (Often Required): Human Resources Support: Assisting with recruitment, screening resumes, and managing the onboarding process for new hires. Financial Administration: Handling entry-level bookkeeping, processing expense reports, managing petty cash, and supporting annual audits. Project Management: Leading special projects such as office moves, digital transformation initiatives, or community engagement programs. Requirements Required Skills & Qualifications: Experience: Typically 3–5+ years in a high-level administrative or office management role. Education: Bachelor’s degree preferred, though relevant experience is often prioritized. Technical Proficiency: Expert knowledge of Microsoft 365 (Teams, Excel, PowerPoint), and familiarity with travel/expense software like Ramp, Concur, etc.) Soft Skills: Unwavering confidentiality, integrity and professional discretion. Exceptional multitasking and time-management abilities under pressure. Proactive problem-solving mindset and the ability to anticipate needs.

Responsibilities

The Office Manager/Executive Assistant will provide executive support by managing calendars, coordinating travel, and preparing reports. Additionally, they will oversee daily office operations, vendor management, and event planning.