Office Assistant; CIV

Overview

The Office Assistant is the primary administrative support role for our corporate office, providing a warm and welcoming environment for all guests and staff. This role combines reception duties with extensive support to the administrative, accounting, and IT departments, while coordinating hospitality for corporate events and managing logistics for corporate travel.

• Serve as the first point of contact for all guests and staff, maintaining a clean and welcoming lobby.
• Manage phones, voicemails, and incoming mail—including IRS, DOR, TX Comptroller, and other regulatory notices.
• Order and maintain office supplies to ensure efficient daily operations.
• Coordinate hospitality for meetings and corporate events, preparing Huddle Packets and ensuring smooth execution.
• Oversee logistics for corporate travel, including emergency travel, AMEX invoices, Concur reports, and travel reconciliations.
• Support administrative, accounting, and IT departments with daily and project-based needs, including vendor setup in Real Page and IT access for employees.
• Handle credit applications, manage check runs, and track AMEX receipts to ensure accurate financial reporting.
• Provide exceptional customer service to internal and external partners, managing shared inboxes (Civitas Info, WOW Stories, Travel, Vendor) and maintaining the Civitas U Calendar.
• Partner with the Vice President of Strategic Operations to coordinate home office training every 60 days.
• Handle special tasks such as ordering flowers, gifts, and recognition items.

• Experience as an Office Manager (healthcare setting preferred).
• Strong written and verbal communication skills with professionalism and confidentiality.
• Compassion for and desire to work with the elderly.
• Excellent organization, multitasking, and follow-through skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Ability to work independently and as part of a team, maintaining a positive and professional demeanor.
• Must pass background and health checks and meet all job-related requirements.

This position may require bending, squatting, kneeling, climbing, or balancing. The Office Assistant must be able to relate to and work with elderly or emotionally upset individuals and maintain adequate vision and hearing (with or without prosthetics) to fulfill essential job functions.