Senior Executive Assistant & Office Mgr at Independent Living Systems

Glendale, California, United States -

Full Time

Start Date

Immediate

Expiry Date

13 Aug, 26

Salary

90000.0

Posted On

15 May, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive Support, Office Management, Calendar Management, Vendor Relations, Facility Maintenance, Microsoft Office Suite, Project Management, Budget Tracking, Expense Reporting, Communication, Organization, Multitasking, Healthcare Compliance, Professionalism, Confidentiality, Event Coordination

Industry

Hospitals and Health Care

Description

We are seeking a Senior Executive Assistant & Office Mgr. join our team at Independent Living Systems (ILS). ILS, along with its affiliated health plans known as Florida Community Care and Florida Complete Care, is committed to promoting a higher quality of life and maximizing independence for all vulnerable populations. About the Role: The Senior Executive Assistant & Office Manager plays an essential role in ensuring the smooth and efficient operation of the executive office and overall workplace environment. This position is responsible for providing high-level administrative support to senior market leadership, managing complex calendars, coordinating meetings, and facilitating communication across departments. Additionally, the role oversees office management functions, including vendor relations, office supplies, and facility maintenance, to create a productive and organized work environment. The successful candidate will act as a liaison between executives, staff, and external partners, ensuring confidentiality and professionalism at all times. Ultimately, this role contributes significantly to the organization's operational success by combining executive support with effective office management. Minimum Qualifications: * Highschool diploma required. * Minimum of 5 years of experience in an executive assistant or office management role, preferably within the healthcare or social assistance sector. * Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and common office management software. * Strong organizational and multitasking abilities with attention to detail. * Excellent verbal and written communication skills. Preferred Qualifications: * Bachelor’s degree or equivalent experience in business administration, healthcare management, or a related field. * Experience working in a healthcare or social assistance organization. * Familiarity with healthcare compliance standards and regulations. * Advanced skills in project management tools and software. * Certification such as Certified Administrative Professional (CAP) or Project Management Professional (PMP). * Demonstrated ability to manage budgets and financial reporting. Responsibilities: * Oversee daily office operations and administrative functions to ensure an organized, efficient, and professional work environment, including management of office supplies, vendor coordination, workspace administration, facilities support, visitor management, and coordination of office-related communications and activities. * Manage and maintain complex executive calendars, schedule meetings, and coordinate travel arrangements. * Prepare, review, and distribute correspondence, reports, and presentations for senior leadership. * Serve as the primary point of contact between executives, employees, clients, and external partners. * Oversee daily office operations, including managing office supplies, vendor relationships, and facility maintenance. * Coordinate and support company events, meetings, and special projects to enhance organizational efficiency. * Implement and maintain office policies and procedures to ensure compliance and operational consistency. * Handle confidential information with discretion and maintain a high level of professionalism. * Assist in budget tracking and expense reporting related to office management and executive activities.

Responsibilities

The role provides high-level administrative support to senior leadership, including calendar and travel management. It also oversees daily office operations, vendor relations, and facility maintenance to ensure an efficient workplace.