Office Manager

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 levels
• Coordinate services offered with vendors to ensuring office supplies, maintenance, and services are handled promptly and within budget
• General 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 requests
• Coordinate with external legal counsel and schedule required meetings
• Provide administrative support with the highest level of confidentiality, discretion and accuracy to senior management and staff as needed
• May coordinate meetings, prepare agendas, and take minutes and assist in the preparation of reports and presentations
• Executive Assistance: Manage sensitive matters with high confidentiality and discretion, especially decisions directly impacting the company's operations
• Sustain a daily calendar of meetings and events
• Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects, and other documents in support of goals for the organization
• Arrange travel and accommodation for executives. Prepare expense reports
• People & Culture / Legal Support: Act as a point of contact for employee inquiries and concerns, triaging to the appropriate resource and providing assistance as needed
• May 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 team
• Employee 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 appropriate
• Ensure 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 matters
• Demonstrated ability to effectively plan and execute company projects and employee events
• Strong organizational and multitasking abilities
• Excellent verbal and written communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and office management software
• Familiarity with ADP Payroll processing preferred
• Detail-oriented with strong problem-solving skills
• Ability to maintain a positive and professional demeanor in all situations
• Proven ability to work independently and as part of a team
• Working Conditions: Full-time position based in Quincy MA, with four (4) days onsite
• Standard office hours with occasional extended hours required for events or special projects