Office Manager

Ready to join a rapidly growing team who improves the lives of families in their communities? If you have a passion for helping others, this might be the right organization for you! Guardian Care is currently seeking an Office Manager and Social Media Marketing Assistant to join our team.

Did you know that up to 1 in 4 (26 percent) Americans suffers from a disability? At Guardian Care, our mission is to make it easy for family members to care for their medically complex loved ones, partnering with extended Care Teams to provide holistic care. We believe our seniors and special needs pediatric populace deserve to live in inclusive, supportive communities. Our vision is to improve the lives of Indiana Families and Caregivers, every day.

Position Summary:

The Office Manager and Social Media Marketing Assistant will serve as the welcoming face of our organization and a key member of our internal operations. This role blends administrative coordination, executive-level support, and marketing execution to ensure seamless operations and strong community engagement. You will be the first point of contact for clients, caregivers, and partners while also managing our social media platforms and assisting with community initiatives.

Key Responsibilities:

Office Management & Client Services:

• Serve as the primary point of contact for clients and caregivers, providing compassionate, professional customer service.
• Manage daily office operations, ensuring tasks are completed efficiently and on time.
• Respond to and route incoming calls, messages, and inquiries promptly to the appropriate Care Team members.
• Maintain accurate data in Guardian Care databases, including appointment scheduling and call follow-ups.
• Ensure all documentation and required paperwork are completed and kept current.
• Follow up on missed calls or voicemails, updating schedules and tracking systems accordingly.
• Prepare and distribute internal and external communications as needed.

Executive Administrative Support:

• Provide direct administrative support to the executive team members.
• Manage executive calendars, schedule internal and external meetings, and coordinate travel arrangements.
• Prepare agendas, take meeting minutes, and track action items for leadership team meetings.
• Maintain strict confidentiality of sensitive and high-level organizational matters.
• Serve as a liaison between executive leadership and internal/external stakeholders.

Social Media and Marketing Support:

• Plan, develop, and post content on Guardian Care’s social media platforms, maintaining consistency with branding.
• Respond to direct messages received via social media channels in a timely and professional manner.
• Collaborate with the marketing team to maintain a strong and cohesive brand presence.

Community Engagement Support:

• Complete event registrations, including sponsorship applications, logo submissions, and vendor payments.
• Order and maintain stock of branded marketing materials (e.g., flyers, business cards, promotional items).
• Monitor and respond to direct social media messages as part of community outreach.
• Maintain and organize the community engagement budget file, including uploading receipts and tracking invoice payments.
• Assist with the planning and execution of large-scale community events, such as health fairs, caregiver forums, and outreach campaigns.

Additional Expectations:

• Live out Guardian Care values:
• Treat Everyone Like Family: Lead with compassion, kindness, and care.
• Integrity Without Compromise: Do what is right, even when it's difficult.
• Disciplined Communication: Be proactive, respectful, and transparent.
• Deliver and Improve: Strive for operational excellence and continuous learning.
• Understand and comply with Guardian Care Policies and Procedures
• Maintain confidentiality as related to client information under HIPAA regulations regarding Protected Health Information. Any disclosures of confidential information made unlawfully outside the proper course of duty will be treated as a serious disciplinary offense.

Education:

• Bachelor's degree in business or related field preferred.

Qualifications:

• Four (4) plus years of office management and social media experience (required)
• Minimum of 2 years supporting executive leadership or senior-level staff (strongly preferred).
• Excellent communication and customer service skills
• Ability to answer multiple calls a day
• Strong organizational and time management skills
• Ability to work independently and manage multiple tasks simultaneously
• Proficiency in Microsoft Office and database management systems
• Experience with social media tools
• Healthcare or nonprofit experience a plus.
• Strong collaboration skills and ability to work cross-functionally with multiple teams.
• US work authorization (Required)

Job Type: Full-time

Salary: $50,000 - $60,000 per year

Benefits:

• Health insurance
• Paid time off
• Tuition reimbursement

Schedule:

• Monday – Friday, 8:00 a.m.- 5:00 p.m. in the office

Location:

Fishers, IN: Reliably commute or planning to relocate before starting work (Required)