Office Manager/ Executive Assistant

Office Manager/ Executive Assistant Empower Mental Health PLLC Phoenix, AZ Job Details Full-time 2 hours ago Qualifications Vendor relationship building Google Workspace Confidential information handling Executive administrative support Communication platforms Task prioritization Collaborative technology platforms Productivity software Full Job Description Position Overview The Office Manager / Executive Assistant provides high-level administrative, operational, and organizational support to executive leadership while ensuring smooth day-to-day office operations. This role manages calendars, communication, office logistics, facilities needs, and cross-department coordination. The position requires exceptional organization, discretion, communication skills, and the ability to anticipate needs in a fast-moving environment. Key Responsibilities Strategic & Operational Responsibilities Manage executive calendars, scheduling, and meeting coordination Prepare agendas, briefs, presentations, and follow-up documentation Handle email triage, prioritization, and communication on behalf of leadership Coordinate travel, logistics, itineraries, and expense reporting Oversee office operations including supplies, equipment, vendor relationships, and maintenance Manage workspace planning, onboarding logistics, equipment acquisition, and office access Ensure compliance with safety, security, and facility protocols Maintain office organization including mail distribution, break room upkeep, and workspace cleanliness Relationship Management Support executives in communication with internal and external stakeholders Coordinate cross-department information flow and meeting preparation Answer and route calls from partners, veterans, attorneys, and other stakeholders Maintain confidentiality and handle sensitive information with discretion Build positive relationships with vendors, service providers, and office visitors Service / Program Support Support onboarding logistics for new hires (workspace setup, equipment, access) Coordinate monthly Phoenix company meetings, including lunch orders and logistics Assist with internal communication distribution and administrative workflows Ensure office operations support clinical, operational, and administrative teams Administrative & Reporting Maintain accurate records, documentation, and administrative logs Track meeting action items and ensure timely follow-up Prepare reports, presentations, and internal communications Organize incoming and outgoing mail and maintain office filing systems Support executives with project tracking and administrative reporting Qualifications Required 2+ years of experience in administrative, office management, or executive support roles Strong organizational and time-management skills Excellent written and verbal communication abilities Proficiency with Google Workspace, Microsoft Office, and digital communication tools Ability to manage sensitive information with discretion Strong problem-solving skills and ability to anticipate needs Preferred Experience in healthcare, behavioral health, or professional services Familiarity with multi-department coordination and executive-level support Background in facilities coordination or office operations Preferred Experience Experience supporting C-suite or senior leadership Experience in fast-growing or multi-site organizations Familiarity with facilities management or vendor coordination What Success Looks Like Executives experience seamless scheduling, communication, and administrative support Office operations run smoothly with minimal disruptions High satisfaction from staff and leadership regarding communication and coordination Onboarding logistics are consistently prepared and executed on time Office environment remains organized, professional, and well-maintained Administrative workflows are efficient, accurate, and reliable Why Join Empower Mental Health? Mission-driven organization focused on emotional and cognitive wellness Collaborative, supportive leadership team Opportunities for growth and expanded responsibility Meaningful work that directly impacts patient care and organizational success