Executive Office Manager

Description

About Us  

Activated Insights, a Software-as-a- Service (“SaaS”) leader in long-term and post-acute care, is seeking a driven and knowledgeable Executive Office Manager. 

Founded in 2008, Activated Insights is a software company serving North America’s fastest-growing labor market—long-term and post-acute senior care. As the market leader, our technology, surveys, and training solutions are used by everything from mom-and-pop small businesses to billion-dollar care organizations. Ultimately, our services impact the lives of hundreds of thousands of seniors every year. Today, with over 250 team members, over 7,000 customers that extend into over 23,000 sites of care, our products focus on employee engagement, ongoing education, resident and patient satisfaction surveys, and reputation management tools.   

What Sets Activated Insights Apart:   

1. We are at the heart of the healthcare industry's most dynamic sector, with an ever-growing demand for post-acute care and long- term care to address the fastest growing segment of the US population.  

1. Our bond with healthcare providers draws compassionate, service-driven team members, fostering a spirited, collaborative culture aligned on our mission to deliver exceptional experiences for our employees, our customers and the people in their care.  

1. A high performing executive leadership team with success in both public and PE companies, primarily in high-growth companies focused on the long term and post-acute care market.   

1. Backed by a private investment firm with 40 years of experience forging lasting partnerships across the healthcare industry.  

Why Is This Role So Special?  

We are seeking a highly organized and proactive Executive Office Manager to provide exceptional support to 2-4 exectuive members of the Senior Leadership team. This position will report to the Talent Department and play a crucial role in ensuring the efficient operation of our organization. In addition to traditional executive administrative duties, the Executive Office Manager will also play a role in culture initiatives, fostering a positive and inclusive workplace.   

What You’ll Do: 

1. Executive Support:  

• Provide comprehensive administrative support to members of the executive team, including calendar management, travel arrangements, and expense reporting.  

• Draft and edit correspondence, reports, and presentations for executives.  

• Coordinate and prepare materials for meetings and presentations.  

2. Communication and Coordination:  

• Serve as a central point of contact for the executive team, managing incoming requests and inquiries.  

• Facilitate communication between executives and various departments within the organization.  

• Ensure timely follow-up on action items and commitments made by executives.  

3. Administrative Management:  

• Maintain and organize office files, documents, and records.  

• Handle confidential information with discretion and professionalism.  

• Actively participate in the recruitment process by assisting with candidate sourcing, interview coordination, and reference checks.  

4. Culture Initiatives:  

• Take a leadership role in promoting a positive workplace culture by organizing events, activities, and initiatives that foster collaboration and employee engagement.  

• Partner with the Talent Department to develop and implement culture enhancement programs.  

5. Project Support:  

• Assist in the planning and execution of special projects and initiatives.  

• Track project timelines, milestones, and deliverables.  

• Prepare and distribute project-related reports and updates.  

6. Office Management:  

• Identify opportunities for process improvement and implement efficient administrative procedures.  

• Ensure office supplies are well-stocked and manage vendor relationships as needed.  

• Process mail, send packages  

• Collaborate with the Talent Department in the onboarding of new employees, ensuring a smooth and welcoming integration into the company. 

Qualifications: 

• Bachelor's degree in Business Administration, Management, or a related field. 

• Proven experience (2 years) as an executive assistant or in a similar administrative role. 

• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). 

• Excellent communication skills, both written and verbal, with the ability to communicate effectively with all levels of employees and external contacts.  

• Exceptional organizational and time-management abilities. 

• Ability to multitask and prioritize tasks in a fast-paced environment. 

• High level of professionalism and ability to handle sensitive information with discretion. 

• Strong problem-solving skills and the ability to work independently with minimal supervision. 

Physical Requirements: 

• Prolonged periods of sitting at a desk and working on a computer. 

• Must be able to lift up to 15 pounds at times.

Schedule: 

• Full time, 40 hours/week  

• Monday to Friday 

Work Location:  

• In-office, Idaho Falls, ID