Office Manager and Executive Administrative Assistant

Description

Title:

Office Manager & Executive Administrative Assistant (Full-Time, Hourly)

• Accountable for Results. Ultimately responsible for one’s work product.
• Communication. Personal interactions with colleagues & clients are effective.
• Addresses and Resolves Conflict. Can work through differences.
• Continuously Learns, Improves Oneself, and the Business. Leverages opportunities daily, as presented, to improve in one’s job or a business process.
• Team Player. Works well as a member of the Helms’ team.

Helms & Company, Inc. (a healthcare management and consulting firm) is seeking a highly motivated individual with strong interpersonal and organizational skills to fill the position of Office Coordinator / Administrative Assistant. This role supports the firm’s Partners and Consultants by ensuring smooth daily office operations and providing comprehensive administrative support.

• Administrative Support:
  Manage day-to-day administrative tasks for Partners and Consultants, including calendar management, scheduling meetings and travel, answering the phone and correspondence, preparing and editing documents (presentations, meeting minutes, reports), maintaining spreadsheets, and executing special projects as assigned.
• Office Operations:
  Greet visitors, liaise with the building management company, handle incoming/outgoing mail, care for office plants, order and organize office supplies and snacks; keep common areas clean and well-stocked.
• Meeting & Event Coordination:
  Book and set up conference rooms, arrange necessary equipment and catering, prepare required materials and billing sheets, welcome guests, clean up and reset the space.
• Records & Documentation:
  Maintain organized filing systems for electronic and hard-copy documents. File and archive important records such as proposals, contracts, and agreements; keep procedure manuals up to date; and ensure that both computer files and paper files are properly labeled and easily accessible.
• Basic Financial Support:
  Assist with simple accounting and finance-related tasks. This includes supporting accounts payable/receivable processes, logging and tracking expenses and credit card transactions, reconciling monthly credit card statements, filing receipts, preparing basic financial reports, and helping with other accounting projects as needed.
• Team Collaboration & Other Duties:
  Work closely with colleagues to ensure all assigned tasks are completed in a timely manner. Help balance the team’s workload by taking on additional duties when necessary. Identify and recommend office