Executive Assistant and Office Manager

About the Role

Axe Recruiting is seeking a highly organized and versatile Executive Assistant and Office Manager to support the executive leadership of a leading healthcare organization specializing in mental health services. This role is essential in ensuring operational efficiency, managing executive priorities, and optimizing office functions. The ideal candidate is proactive, detail-oriented, tech-savvy, and thrives in a fast-paced environment.

Key Responsibilities

Executive & Administrative Support

• Manage executive calendars, schedule meetings, and prioritize appointments.
• Prepare meeting agendas, take detailed minutes, and distribute follow-up notes.
• Draft, edit, and proofread correspondence, reports, and presentations.
• Handle confidential documents and sensitive information with discretion.

Office & Operations Management

• Oversee daily office operations, ensuring a well-organized and efficient workspace.
• Manage office supplies, vendor relationships, and maintenance coordination.
• Assist with HR-related administrative tasks, including onboarding support.
• Coordinate team schedules, office events, and meetings.

Project & Task Management

• Maintain CRM and project management systems.
• Track and oversee task delegation, ensuring timely execution.
• Assist with workflow optimization and process improvements.

Operational Efficiency & Business Development Support

• Act as a gatekeeper, managing schedules and ensuring alignment with strategic priorities.
• Handle both professional and personal tasks, including travel arrangements and purchasing.
• Provide ad-hoc support for interviews, event attendance, and networking efforts.

Communication & Coordination

• Serve as a liaison between executives, internal teams, and external stakeholders.
• Relay updates, messages, and priorities effectively to all relevant parties.
• Foster a positive and collaborative work environment.

Qualifications & Requirements

• Minimum 5+ years of experience as an Executive Assistant, Office Manager, or in a similar role.
• Strong organizational, time management, and multitasking skills.
• Excellent written and verbal communication abilities.
• Tech-savvy with experience using CRM, project management tools, and Microsoft/Google Suite.
• Ability to handle confidential and sensitive information with discretion.
• Strong problem-solving skills and ability to work independently.
• A proactive attitude and the ability to anticipate needs before they arise.
• Flexibility to handle both professional and personal responsibilities.

Preferred Qualifications

• Experience in healthcare, mental health, or corporate executive support.
• Familiarity with Zoho, Notion, Asana, or similar tools.
• Background in event coordination, HR support, or business development.

Compensation & Benefits

• Salary Range: $65,000–$85,000 annually, based on experience and qualifications.
• Performance Bonuses: Annual bonus opportunities based on individual and company performance.
• Full Benefits Package:
  • Medical insurance with company contribution.
  • Full dental, vision, and life insurance.
  • 401k with up to 4% company matching.
• Time Off:
  • 15 days PTO annually.
  • 6 paid holidays off.
  • Sick days (as per NY State regulations).
• Professional Development:
  • Annual training allowance for courses, certifications, or conferences.

Why Join?

• Work in a dynamic and collaborative environment.
• Opportunities for professional growth and development.
• Make a significant impact within a rapidly growing organization.

To apply, please send your resume to [email protected]. For more opportunities, visit our website at www.axerecruiting.com.