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Office Manager

2 months ago

Plano, United States Beacon Hospital Managem Full time

Beacon Behavioral is one of the largest and most established behavioral health programs in Louisiana. For over 25 years, Beacon employs caring staff at locations across southeast Louisiana: Baton Rouge, New Orleans, Metairie, Alexandria, Slidell, Hammond, Bogalusa, Bunkie, Opelousas, and Lutcher. We currently provide inpatient programs, residential, intensive outpatient programs (IOP) and traditional outpatient programs that provide therapy to those struggling with emotional disorders, substance abuse, and mental disorders. Our operations have expanded to include AR, MS, TX, PA,

Job Overview:

We are seeking a highly skilled Office Manager to oversee and manage various administrative functions within our Plano, TX office. This role requires a proactive individual with exceptional commination's skills and a strong ability to manage to manage sensitive information with confidentiality. The office manager will serve as a liaison between the Executive and Senior Leadership tea, ensuring seamless office operations and high-level support. key

Key Responsibilities:

Office Management:

Manage office supplies and ensure adequate inventory levels.

Plan and execute office events, including meetings and corporate functions.

Coordinate maintenance and repairs for the office facility. Process outgoing mail and sort daily incoming mail.

Executive Support:

Arrange travel and accommodations for executives and prepare related expense reports.

Organize complex calendars and schedules for executives, resolving scheduling conflicts as needed.

Screen and handle incoming telephone calls; take and deliver accurate messages and refer non-routine calls to appropriate staff.

Administrative Functions:

Prepare and format Word, Excel, and PowerPoint presentations, agendas, reports, and other documents.

Assist with the management and renewal of insurance policies.

Reconcile credit card reports for executives.

Assist with annual report preparation and other special projects.

Confidentiality & Discretion:

Manage sensitive matters with the highest level of confidentiality and discretion, particularly those impacting company operations.

Act as a liaison between the Executive and Senior Leadership Team with employees and the public.

Project Management:

Assist in project management tasks related to business expansion, including prioritizing tasks and meeting deadlines.

Assist with contract and lease organization and management.

Staff Supervision:

Supervise other administrative staff and complete additional ad hoc projects as assigned by executives.

Skills and Qualifications:

Education: Bachelor's degree required, or equivalent experience may substitute for the educational requirement. Healthcare experience is preferred.

Experience: Minimum of 5 years of related experience in an executive assistant role supporting C-Level executives.

Technical Skills: Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint).

Communication: Exceptional communication skills, both written and verbal, with the ability to interact professionally with all levels of staff and stakeholders.

Organization: Excellent organizational and time management skills, with a proven ability to handle multiple tasks and meet deadlines in a high-paced environment.

Flexibility: Ability to be flexible with work hours as needed to accommodate business demands, including project deadlines and meetings.

Additional Information:

The responsibilities and duties outlined in this description are representative of the major functions of the job but are not intended to be comprehensive. The incumbent may be required to perform other tasks and duties as needed to support the organization.

PREFERRED ATTRIBUTES: • Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed. • Commitment to excellence - perform duties at the highest level possible on a consistent basis. • Excellent communicator - able to interact with people of all levels in a confident, professional manner. • Demonstrate ability and temperament to work with sensitive information. • Team player - have team-oriented experience and approach. • Service focus - dedicated to meeting the expectations of the CEO and other senior executives by maintaining effective relationships with interested parties. • Ability to think outside of the box with a sense of urgency.