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Executive Assistant and Office Operations Coordinator

Executive Assistant and Office Operations Coordinator

Ellie Mental Health - Manchester, New HampshireSaint Paul, MN, US
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We're looking for a compassionate, organized, and dynamic Executive Assistant / Office Operations Coordinator to become a vital part of our corporate office team. In this dual role, you'll serve as the central hub of our office, providing high-level administrative support to executive leadership while ensuring the smooth day-to-day operations of our workplace. Your responsibilities will span a wide range of functions, including executive scheduling, facilities coordination, office logistics, and purchasing. You'll be essential in keeping our leadership focused and our environment running efficiently. You'll thrive in an inclusive, mission-driven culture that values creativity, collaboration, and connection. If you're energized by fast-paced environments, passionate about supporting others, and eager to make an impact, we'd love to meet you.

What We Offer :

  • Free virtual short-term counseling for the whole family!
  • Medical insurance with the option to select a $10 mental health office visit copay!
  • Dental, Vision, Life & Disability
  • Pet Insurance
  • Free access to virtual urgent care for the whole family!
  • Generous 401(k) match up to 4%!
  • Paid Time Off + Holidays
  • Competitive compensation
  • Amazing colleagues who are passionate about destigmatizing mental health.
  • Collaborative and dynamic office environment

Work Location : This is a hybrid position that requires approximately 75% in-office presence in our corporate office in Mendota Heights, MN with the ability to work remotely for the remaining time.

Compensation : The salary range for this position is $45,000 - $55,000. Salary is based on experience and qualifications.

Required Skills / Abilities :

  • High School Diploma / GED and a minimum of four (4) years of related office and executive experience. Training / education may be substituted for some of the years of experience.
  • Past experience providing administrative support to Senior Leadership or C-Suite Executives.
  • Passionate about healthcare excellence and delivering exceptional customer service.
  • Experience supporting multiple professionals and interacting with a wide range of people
  • Strong ability to multitask and handle competing priorities in a constantly changing environment.
  • Ability to be resourceful and proactive when issues and / or emergencies arise.
  • Exhibit good judgement, honesty, integrity, responsibility, organization, time management, and punctuality.
  • Ability to analyze issues and suggest or determine solutions.
  • Ability to work independently and collaboratively with other teams to achieve goals.
  • Must be proficient in computer software applications (MS Word, Excel, Outlook, PowerPoint, etc.).

    • Responsibilities include :

    Executive Administrative Support - 40% :

  • Provide comprehensive support to executive leadership, including calendar management, scheduling meetings, and coordinating travel arrangements.
  • Handling confidential material, including exercising discretion when responding to inquiries.

    • Coordination, Logistics Support, and Visitor Relations - 20% :

  • Assist with corporate office logistics, greeting and hosting visitors, creating a welcoming environment throughout the duration of a visitor's stay.

    • Office Management, Vendor Management, and Operational Support - 20% :

  • Assist with corporate office logistics, such as ordering supplies, managing vendor relationships (Staples, Culligan, Shred-it), mail (incoming and outgoing), including receiving, sorting, and distributing daily mail and deliveries.
  • Coordinate facilities requests call contractors, oversee cleaning company vendor relationship.

    • Documentation and Reporting - 10% :

  • Prepare, organize, and maintain corporate documents, reports, and presentations.
  • Ensure accuracy and accessibility of records in compliance with company policies and confidentiality standards.

    • Communication Coordination - 10% :

  • Manage corporate email correspondence, respond to inquiries from internal teams and external partners, and facilitate clear, professional communication aligned with a warm and authentic tone.

    • Ellie was proudly founded by clinicians on the principle of destigmatizing mental health. The mental health industry is full of barriers, and we have made it our goal to fill the gap and find innovative ways to break down these barriers for our local communities. We are excited to expand across the country by partnering with local leaders in your community.

    Ellie Mental Health is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

    Flexible work from home options available.

    Compensation : $45,000.00 - $55,000.00 per year

    Seeking Creative & Collaborative Humans With A Passion For Changing Mental Health Care In Fun And Meaningful Ways

    Don't Meet Every Requirement?

    Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. Ellie Mental Health is devoted to purposefully building an inclusive and diverse workplace where all of our humans can be their authentic selves! (Authenticity is one of our core values, after all) If you're excited about the chance to be a change-maker with us, but your past experience doesn't perfectly align with every single qualification of the job description, we encourage you to apply anyways. Our mental health jobs need dedicated individuals from every background who are willing to care for others. And who knows, you might just be the perfect candidate for another role!

    Employee Experience

    We take care of our people. It's that simple. From investing in their financial future, to providing wages that shatter the ceiling in our industry to reasonable caseload expectations we ensure that our people are happy. Happy employees do better work and provide better client care! No matter what it is that you do in your mental health career at Ellie, our clients depend on us cultivating an environment where our employees can thrive so that they can thrive too!

    Y'all, jobs in mental health are tough jobs with a high risk of emotional fatigue and burnout. At Ellie, we use all of our core values of humor, creativity, authenticity, acceptance, determination, and compassion not just out in our communities, but we turn them inwards too! Our employees have clear growth paths for advancing their careers.

    We have created a culture that reminds us that our employees are our leaders!

    Company Structure

    Ellie is a socially responsible for-profit business, which allows us to be flexible and responsive to our community's needs. Many mental health and wellness-focused companies are non-profits or government agencies, which rely on the general public, grants, or large donors for funding. This model often results in little creativity and lower compensation for employees, promoting a work culture that just makes people feel "blah."

    Feeling blah doesn't help employees stay motivated, engaged, or even in their jobs for a very long time! So we created a new model : one that puts flexibility, innovative decision-making, creativity, and our people first, while remaining a socially conscious and responsible for-profit business focused on changing how we treat mental health.

    In short, we're just people helping people. Wanna join the herd?

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    Executive Assistant • Saint Paul, MN, US