Office Manager/Executive Assistant

CheckedUp - New York, NY

30+ days agoFull-timeEstimated: $50,000 - $69,000 a year
CheckedUp is the premier specialty technology platform at the point of care actively engaging patients and physicians in the waiting room, exam room and at home. As a health technology leader, CheckedUp aspires to create better educated and more confident patients and physicians who are empowered to make informed health decisions together.

Our team is driven by embracing technology to help bring innovative ideas, products, and services to help enhance and advance the health and wellbeing of people. Composed of leading physicians, strategists, mobile and web engineers and designers, our team is passionate about changing healthcare for the better. We take pride in what we’re doing, and it shows in our work ethic. Because we place a high value on initiative and personal growth, we’ve succeeded within our industry, and continue to push ourselves to create better healthcare experiences. In late 2018, CheckedUp placed #473 on the Inc. 500's list of the Fastest Growing Private Companies in the US.

CheckedUp is looking for Executive Assistant/Office Manager who will be responsible for administrative and organizational management of the office. The Office Manager is responsible for the organization and coordination of office operations, procedures, and resources to facilitate effectiveness and efficiency for the entire organization. As the Executive Assistant, this individual will perform a wide range of administrative support activities and assistance to the CEO to facilitate the efficient operation of the organization.

POSITION RESPONSIBILITIES & DUTIES:
Office Manager

Provide daily support to our New York office by anticipating and automating office needs.
Serve as the first point of contact to answer, screen and transfer incoming calls as well as office visitors.
Oversee all daily office functions ensuring the organization and staff have a satisfying work environment.
Manage office administration, making sure our office is running smoothly and that we have the essentials for a productive working environment including coffee, snacks, and general office supplies.
Maintain safe and clean office common areas that make employees proud to work in such as a great office; this includes tidying the kitchen and conference room areas, handling shipping and deliveries, receiving calls and voicemails for the main phone line etc.
Coordinate events such as all-company meetings, executive meetings and offsites, office lunches, team events, and holiday parties to enhance and spread our culture
Be responsible for all vendor management which includes ordering equipment and supplies, managing and monitoring service levels, invoice reconciliation and addressing unsatisfactory vendor services.
Working with the Human Resource Manager, coordinate all staff activities such as brown bag luncheons, volunteer activities, social engagements and holiday celebrations.
Executive Assistant
Manage and maintain CEO’s calendar including scheduling appointments, internal/external meetings and conference calls.
Coordinate CEO’s travel itineraries, flights, hotel accommodation, rental car and other travel needs.
Draft and edit correspondence, communications, presentations and other documents on behalf of CEO .
Complete monthly expense reconciliation for CEO’s corporate credit card and out of pocket expenses.
Secure appropriate signatures and track documents through the approval process on behalf of CEO.
Support other Senior Management staff on other projects as needed.
Prepare agendas for meetings, briefing materials and presentations as needed to support the CEO.

PERSONAL CHARACTERISTIC:The successful candidate will be:
Strategic thinker who is adept at multitasking in a fast paced environment, able to plan, prioritize, and organize individual and group activities and processes
Outgoing, straightforward and creative
Able to work independently
A person who presents a high degree of maturity, honesty, trust, sophistication, and integrity and cultivates these qualities in others.
Results oriented; adaptable, flexible problem solver
COMPENSATION
Salary for this position is competitive and depends on prior experience. A comprehensive benefits package is included.

COMMITMENT TO DIVERSITY
CheckedUp encourages individuals of all ethnic and racial backgrounds to apply for this position. We are committed to maximizing the diversity of our organization.

HOW TO APPLY
Email with a resume and cover letter explaining where you found the job listing and why you are an ideal candidate for this position. Please indicate in your letter where you learned of the position. A limited number of candidates will be scheduled for phone interviews.