Executive Office Administrator

Company Overview:

Access TeleCare is the largest national provider of telemedicine technology and solutions to hospitals and health systems. Access TeleCare technology platform, Telemed IQ, enables life-saving patient care through telemedicine and empowers healthcare organizations to build telemedicine programs in any clinical specialty. Access TeleCare provides healthcare teams with industry-leading solutions that drive improved clinical care, patient outcomes, and organizational health. The company was the first provider of acute clinical telemedicine services to earn The Joint Commission’s Gold Seal of Approval and has maintained that accreditation every year since inception.

Position Summary:

The Executive Office Administrator oversees daily office operations to ensure smooth functioning of both the office and visiting staff. They provide support to executives, managers, and employees by handling a range of organizational and communication tasks. This role involves managing confidential and time-sensitive materials. The Executive Office Administrator is knowledgeable about various concepts, practices, and procedures within the field. They excel in communication, effectively liaising via phone, email, Slack to ensure all responsibilities are carried out accurately, with high quality, and within specified deadlines.

Description of Duties/Essential Functions:

• Provide administrative support to ensure efficient operation of the corporate office. Set up corporate office on a daily basis managing guest bar inventory and stock, conduct inventory to determine future needs, maintain office supplies and prepare space for staff and visitors. Evaluate new products, place and expedite orders and verify receipt.
• Provide professional customer support by greeting and directing guests, providing parking validation at receptionist desk, assigning workstation/office, and assisting with conference room technical issues.
• Manage company phone and fax line. Direct to appropriate staff. Respond to emails and handle inquiries in a professional and timely manner.
• Support accounting team by managing check deposits including the utilization of a desktop scanner. Maintain organized and up-to-date records, files, and databases. Ensure that all documents are properly filed and easily accessible when needed. Reconcile credit card expense reports, and track office expenses within budgetary constraints.
• Oversee the maintenance and organization of office facilities, including equipment, furniture, and supplies. Coordinate repairs/maintenance with building management and/or vendors as necessary.
• Act as liaison with building management to include maintaining office/building policies and procedures and communicating with team, requesting new hire badge and parking pass, submitting maintenance requests, security clearances, certificate of insurance and other related matters. Ensure office runs efficiently by completing preventive maintenance requirements and managing relationships with vendors and service providers.
• Act as the Fire Warden for the office; Manage and communicate updates on the Emergency Procedures Handbook provided by building management; Manage documentation for fire drills, fire safety inspections, and fire extinguisher checks following HITRUST protocols. Update property maintenance log, visitors log, authorized individuals list, IT and Network Security Closet Access Log, and IT Closet List of Authorized Individuals following HITRUST guidelines.
• Assist in the planning and execution of company events, meetings, and conferences. This may involve coordinating logistics, managing RSVPs, and arranging catering and accommodations.
• Support company by managing corporate mail. Receive, sort, scan and distribute all company mail including FedEx and certified mail mailings. Collaborate with departments to improve and create efficiency in process and manage multiple company accounts to include Staples, FedEx, Sparklets, Iron Mountain, etc.
• Manage administrative office manual, Office Administrator email account and company corporate office conference room calendar. May assist with scheduling onsite meetings and coordinate scheduling conference rooms.
• Provide basic technical support to office staff, such as setting up conference room equipment, and assisting with software applications. Assist in planning and execution of equipment procurement, deliveries, layouts, and office systems to include video conferencing systems.
• Plan and coordinate large and small events; Conduct site selection to locate meeting facilities. Manage meals for onsite company socials, meetings, and holiday parties. Coordinate and order breakfast, lunch, and/or dinner for executive and/or team meetings onsite.
• Manage and maintain executive calendars, including scheduling meetings, appointments, dinners, and travel arrangements.
• Coordinate and organize meetings, conferences, and events, including preparing agendas, taking minutes, and ensuring follow-up actions are completed.
• Act as a liaison between executive team members and internal/external stakeholders, handling inquiries and requests with professionalism.
• Prepare and edit correspondence, presentations, and reports on behalf of the executive team.
• Assist with various projects and tasks as needed, including research, data analysis, report preparation and decommissioning sites.

Education and/or Experience:

• Proven experience in an Administrative Assistant, Office Manager, and/or Office Coordinator role
• Associate degree preferred

Knowledge, Skills, and Abilities:

• Proficiency in Microsoft Outlook, Excel, and PowerPoint and various operating systems required.
• Must be comfortable using technology and virtual collaboration tools. This may include proficiency with video conferencing platforms, document sharing tools, and other relevant applications.
• This role requires a high level of self-motivation and discipline with the ability to work with tight deadlines while maintaining confidentiality. Candidates should be proactive, organized, and capable of managing their time and workload independently.
• Demonstrates ability to collaborate and provide exemplary customer service via verbal and written means with internal and external customers and vendors.
• Use critical thinking and problem-solving skills to find effective solutions.
• Highly organized with exceptional attention to detail promoting quality and monitors own work to ensure quality is met.
• Adaptable to various competing demands and demonstrates the highest level of customer/client service.
• Ability to assume responsibility and exercise good judgement in making decisions within the scope of authority of the position.
• Must demonstrate and promote a positive team-oriented environment.
• Must possess ability to manage change, delays, or unexpected events appropriately.

Work Environment:

• High growth, fast paced organization located in downtown Dallas, TX
• Available Monday – Friday
• Hours are 8:00AM – 5:00PM CT, ONSITE

Benefits Include:

• Health Insurance (Medical, Dental, Vision)
• Health Savings Account
• Flexible Spending (Medical and Dependent Care)
• Employer Paid Life and AD&D (Supplemental available)
• Flexible Vacation, Wellness Days, and Paid Holidays

The above information in this job description has been designed to indicate the general nature and level of work performance by employees within this position. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employee assigned to this job. AAP/EEO Statement: Access TeleCare, is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, marital status, national origin, disability, protected veteran status, race, religion, sex, or any other characteristic protected by applicable laws, regulations, and ordinances. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. a division of Access TeleCare.