Alexandria, Virginia
Office Manager (required 3+ years experience and BA) Job Opening in Alexandria, Virginia - The Academy, headquartered in Alexandria, VA, was founded in 1998 to provide knowledge services to executives of the Top-100 multihospital systems and health-related corporations. The Academy?s exceptional quality, value-based services integrate member-driven executive study groups, fellowship programs, targeted research and surveys, case studies and publications, and advisory services to deliver relevant insights to our nation?s Top-100 health systems? most pressing challenges and opportunities.
Our membership spans the C-suites of the largest healthcare systems across the country and represents approximately 65% of all revenue. Our industry members are among 80 of the most prominent and innovative companies with health businesses.
The Academy is currently looking for a leader to fill its Office Manager role, a key member of The Academy team.
Job Summary:
This is a professional administrative role that will provide outstanding and consistent support to busy Academy?s executives and team. This role is responsible for managing and coordinating the administrative and operational processes for the effective & efficient functioning of The Academy and its staff.
Essential Functions
Administrative Support ?
Schedules appointments and meetings as requested. Provides appropriate background information for scheduled meetings as necessary.
Prepares and confirms all travel arrangements (i.e. hotel, airfare, etc?) and resolves any related difficulties.
Communicates, as needed, with parties on behalf of President & CEO to help facilitate routine business matters.
Screens telephone calls, incoming mail and responds promptly to incoming correspondence as appropriate and as requested.
Composes, prepares and proofreads correspondence, office memos, and reports.
Maintains an extensive filing system for correspondence, business matters, and other related information.
Acts as liaison for members, prospective members and The Academy
Operational Support ?
Coordinates and manages, as needed, complex travel & details for team (flights, transportation, hotels)
Coordinates special travel for The Academy?s , and guests (calling for taxis, etc.)
Manages office equipment, vendor relationships, equipment leases, storage unit, office keys, and schedules maintenance as needed (AC, Printer, etc.).
Manages company?s postage and shipping accounts (i.e. UPS and FedEx), mailings & mail distributions.
Inventories and orders office supplies and equipment as directed.
Responsible for general upkeep and organization of office and common spaces (e.g., watering plants, regular stocking & restocking of supplies): Supplies closets, conference rooms, Kitchen/Gym equipment)
Assists with planning and execution of annual programs and events when needed.
Maintain contact database and CRM software.
Communications ?
Receives and triages incoming calls
Receives visitors/guests
Manages company announcements (Clean-outs, reminders, visitors)
Maintains Shared Academy Calendar
Coordinates new employees? facilities onboarding processes, tours for guests, scheduling visits
Office Events ?
Serve as primary coordinator of food caterings for The Academy?s special events & meetings.
Schedules, arranges and coordinates company group meetings, interviews, retreats and special events inclusive of preparing agenda, preparing notebooks, planning and organizing evening activities.
Coordinates monthly BLAST meetings
Coordinates President & CEO daily lunch orders
Other ?
Assists with Meeting Services Coordinating duties (e.g., printing, stuffing folders, name tents/tags/badges)
Provides support, as needed, to Meeting Services staff travel arrangements for Forum meetings (flight bookings, car rentals, etc.)
Provides general support to senior management team. This may include reviewing/sending memos; copy editing.
Other duties as needed or assigned. This may include developing, implementing and managing new administrative procedures to improve office efficiency.
Qualifications:
Experience with CRM preferred.
Strong attention to detail and ability to multi-task.
Ability to work well under pressure and to assure discreet and confidential handling of all business.
Confident and comfortable interacting with a diverse group of individuals from all levels of the organization, internally and externally, including C-suite level executives at members? companies.
Excellent communication skills ? written and verbal.
Superior time management skills.
Ability to solve problems and overcome challenges as they occur.
Team player and effective collaborator with staff and consultants.
Proficient in Microsoft Office (Word, Excel, PowerPoint, Access, Outlook).
Willingness to take on additional responsibility for other duties and projects as assigned
Education and Experience:
Bachelor?s degree required
3 or more years of experience in supporting senior level staff and management required
History of outstanding job tenure
Benefits:
The Academy recruits, rewards and retains employees by leading the labor market in total compensation, providing opportunities for employees to advance and develop their careers, internally and externally, as a result of the fast-paced, high-growth, nature of our company. We are proud to offer the following benefits which include but, are not limited to: comprehensive health benefits; a company matched 401(K); flexible benefits for dependent care and generous paid time off benefit. In addition, eligible employees receive company paid: parking, life insurance, wellness program, and access to an on-site fitness facility.
Interested candidates should send cover letter, resume, three professional references, and salary requirements with application. To learn more about The Health Management Academy, Inc., please visit .
An Equal Opportunity Employer.
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