Office Manager
At IntelyCare, purpose matters! We are changing the future of healthcare by changing the future of work for nurses. We’ve built our mission-driven company on the idea that nursing professionals deserve better and when they are happy, patient care is elevated, and our healthcare systems thrive. Through our easy-to-use app and platform, nursing professionals get the pay, freedom, and flexibility they deserve while our partnered facilities get access to nursing resources when and where they need them.
IntelyCare is seeking a highly organized and proactive professional to join our People & Culture team as our Office Manager and also provide executive assistance to our CEO. This hybrid role is critical in ensuring smooth day-to-day operations of our office environment while also providing high-level administrative support to our executive leadership. The ideal candidate thrives in a dynamic setting, can juggle multiple responsibilities with discretion and efficiency, and acts as a trusted partner to leadership and staff alike.
Essential Duties & Responsibilities Oversee daily office activities and ensure smooth operation of all administrative functions such as managing the workflow of external mail, office supplies and inventory, placing orders as necessary to maintain stock levelsCoordinate services offered with vendors to ensuring office supplies, maintenance, and services are handled promptly and within budgetGeneral Administrative Support:
Provide administrative support to the People & Culture and legal department, including tracking required documents, file retention and maintaining an update of current and closed legal matters. May participate in the gathering and completion of subpoena and Document of Records requestsCoordinate with external legal counsel and schedule required meetingsProvide administrative support with the highest level of confidentiality, discretion and accuracy to senior management and staff as neededMay coordinate meetings, prepare agendas, and take minutes and assist in the preparation of reports and presentationsExecutive Assistance
Manage sensitive matters with high confidentiality and discretion, especially decisions directly impacting the company's operationsSustain a daily calendar of meetings and eventsPrepare Word, Excel, PowerPoint presentations, agendas, reports, special projects, and other documents in support of goals for the organizationArrange travel and accommodation for executives. Prepare expense reportsPeople & Culture / Legal Support
Act as a point of contact for employee inquiries and concerns, triaging to the appropriate resource and providing assistance as neededMay assist with onboarding and off-boarding processes, including file retentions and documentation such as training certifications, follow-up with required paperwork, coordination with external parties (such as outplacement) and providing support for any major initiatives such as Open Enrollment, Training offerings, Engagement surveys, etc.Handle billing and correspondences as needed for the Legal teamEmployee Events Coordination
Plan, organize and execute employee events, meetings, and activities that foster team building, engagement, and a positive workplace culture. Such activities/events include impromptu gatherings, team-building activities, holiday parties, and other company events. Support may include preparation for all hands meetings and town halls as appropriateEnsure all events are within budget and coordination internally and externally results in smooth logistical support and seamless successful execution Qualifications Minimum of 6 years of experience in office management or a related role, including experience with People & Culture / HR / Legal mattersDemonstrated ability to effectively plan and execute company projects and employee eventsStrong organizational and multitasking abilitiesExcellent verbal and written communication skillsProficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and office management softwareFamiliarity with ADP Payroll processing preferredDetail-oriented with strong problem-solving skillsAbility to maintain a positive and professional demeanor in all situationsProven ability to work independently and as part of a teamWorking Conditions:
Full-time position based in Quincy MA, with four (4) days onsiteStandard office hours with occasional extended hours required for events or special projects Additional Information We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
Please be aware, qualified candidates will be contacted directly via email by an IntelyCare Talent Acquisition Partner, from an IntelyCare email address.
Compensation
