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Office Manager

3 months ago

Saint Paul, United States AiRCare Health Full time
Job DescriptionJob DescriptionSalary:

AiRCare Health is on a mission.

We are transforming healthcare.

We are empowering individuals to put emotional health first.

 

Who we are.

We are on a mission to transform mental and emotional healthcare. Using data and “machine smarts” we find the people who need help before they crash into the system. We don’t wait for things to get worse. Our unique approach combines both the heart of clinical care management and the science of machine learning to transform the health and wellbeing of large populations. From workplace pressures to financial challenges, marital struggles, and behavioral health issues, our teams deliver the kind of support that makes a measurable difference in the lives of the individuals and families we serve.


Why we need you.

We’re growing and building a hand-picked team of positive, optimistic, empathetic rockstars. We are looking for passionate humans to join our multi-disciplinary team of professionals and inspire hope for “the other eleven” to live their best life. Let’s do this.

 

Who you are.

You are passionate, open minded, and you make a daily difference in the lives of those around you. You are the person people ask for help, guidance, and direction. You are an optimist. You remove obstacles. And just like us, you wear your H.E.A.R.T. on your sleeve with Hope, Empathy, a preference for Action, a willingness to Raise the bar, and a belief that Trust is at the core of every meaningful relationship.  

 

What You’ll Do

We are seeking an Office Manager with outstanding organizational skills and a personable disposition to join our amazing team.  The Office Manager is responsible for ensuring the corporate office in Saint Paul, MN runs smoothly by warmly greeting and accommodating staff, guests, and vendors.  The ideal candidate has a rooted ability to roll with the punches, being flexible to handle anything that might come their way. You will be a great fit if you are a dynamic professional who doesn't mind wearing various hats. You are experienced in handling a wide range of administrative and executive support-related tasks and able to work independently with little to no supervision. You may be engaging with a variety of executives or their executive assistants who work in the office or remotely and supporting their office plans and needs.  Necessary skills include being well organized, flexible and enjoying the administrative challenges of supporting an office and unexpected daily challenges.  Occasional extended hours may be required to support food delivery before meetings, guest arrivals, meetings or events that extend beyond planned working hours or other preparations for office meetings or events.


Duties will vary, but may include:

  • Hospitality: Oversee the guests’ experience and ensure a professional, personal, friendly experience for anyone coming into the office, and maintain complete accessibility in both availability and warmth of character. 
  • Reception: Oversee the day-to-day activities of the office as the main point of contact in the reception area, keeping management informed of activity. Respond to inquiries at the office door from passers-by looking for directions or information.
  • Maintains Office Efficiency:  Maintain the appearance of common areas and cafe. Oversee interactions and respond to questions on office management issues. Oversee use of unassigned badges for office and restroom entry. Oversee and maintain office equipment and office plants.
  • Calendar/Desk Space Management: Coordinate office appointments and schedule; may manage staff calendars for non-executives.
  • Office Assignments: Coordinate use of enclosed offices, conference rooms and open spaces between staff who routinely use the office, staff who occasionally use the office and guests’ needs.
  • HR Team support: Assist in onboarding and offboarding administrative processes.
  • Correspondence: Organize and keep track of mail, packages and other documents. Respond to or distribute mail and packages as appropriate and arrange for packing and shipping of mail or packages as needed.
  • Vendor Management: Facilitate communication and appointment management between building management and vendors.
  • Meal Support: Help to facilitate breakfast, coffee, lunch or other meals by gathering orders, placing orders, retrieving or receiving meals, setting up for meal breaks and putting away or disposing of leftover food.
  • Office Lunchroom & Conference Room Management: Maintain the lunchroom and conference room food & beverage areas by ensuring they are appropriately stocked daily, light cleaning after meals and emptying the garbage as needed after heavy use.
  • Travel: Arrange travel for guests and  non-executives as needed including flight, hotel, and ground transportation bookings.
  • Supplies and equipment: Maintain office supplies at appropriate levels and order office supplies as needed; help to triage equipment needs to appropriate support.
  • Clerical: May be asked to perform clerical functions such as letter writing, report generation, database updates, and entry of expenses. Provide back up for Executive Admin on occasion.
  • Other duties as assigned: Special projects such as vendor research, event planning, etc.

 

Required Qualifications:

  • 2+ years of office management experience or equivalent experience in a role that provided experience in an office environment.
  • Strong time-management and people skills, flexibility, and multi-tasking ability.
  • Moderate personal computer skills and experience with online platforms such as travel booking, corporate expenses, etc.
  • Proficiency in Microsoft Office, with an aptitude to learn new software and systems.

Necessary Skills

  • Organizational and time-management skills
  • Analytical abilities
  • Exceptional attention to detail
  • Interpersonal skills


This role is a great fit if you are…

Passionate about improving lives and believe in the greater good.

  • Tenacious and persistent, bringing creative solutions to tough challenges.
  • Accountable and collaborative. Working remotely, you will work independently, but you’ll never be or feel alone.
  • Proactive, and able to take ownership of key tasks, and keep in regular communication with your team.
  • Not afraid to have tough conversations or make recommendations.
  • Thorough, detail-oriented, and committed to getting the job done.
  • Efficient and able to move through a to-­do list, effectively prioritizing the triage of competing demands.
  • Growth-oriented, thriving on constructive feedback, which you view as an opportunity to polish skills.
  • Open-minded, non-judgmental, compassionate, flexible, and have good humor.
  • Someone who thrives in a fast-paced and evolving environment. We move quickly to optimize tools and protocols based on data.
  • Open to learning new techniques and tools and viewing them as an opportunity to make your work easier and more impactful


 

What we offer

Full-time employee position, not a contractor. We are happy to offer you a generous benefits package, that includes medical, dental, STD, LTD, Vision, FSA opportunities, life insurance, PTO/sick leave/holiday pay, and 401K.


 

(EEO) 


AiRCare is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind: AiRCare is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at AiRCare are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV Status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. AiRCare will not tolerate discrimination or harassment based on any of these characteristics.


(ADA)

All applicants are required to be able to perform the essential functions of the position, with or without reasonable accommodations.

(CCPA)

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