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Executive Office Manager

Birmingham Green

This is a Full-time position in Manassas, VA posted February 5, 2021.

BIRMINGHAM GREENNursing Home andAssisted Living FacilitiesExecutive Office ManagerFull TimeBirmingham Green, a person-centered care focus community located in Manassas, Virginia was recently named as one of the best Nursing Homes in Virginia (in U.S. News). With a Five-Star Quality Rating (from Centers for Medicare and Medicaid Services (CMS), we have been providing high quality and affordable care for 92 years.For a view into our world, please visit our website at www.birminghamgreen.orgSummary: The Executive Office Manager is primarily responsible for the administration of the Executive office and the Board of Directors. The Executive Office Manager is a partner to the CEO in fast-paced, dynamic environment. Ability to work effectively with all levels in the organization is an essential quality along with exceptional communication skills. As the CEO’s partner, you will run day-to-day operations to enable him/her to focus his efforts on the company, the clients and its employees. The position entails managing the reception area, coordinating all front desk activities, and supervising the support staff.Spearhead and support the running and growth of the organization. You will provide proactive executive support assuring that the CEO and other executive’s time is maximized for focus on priorities of the business. You will help drive results, growth, enable & foster our culture, and the organization’s mission. You will assure the smooth operations of the organization and participate in developing and measuring the metrics for accountability and success for the entire organization.The Executive Office Manager will also perform other duties as assigned.Required Knowledge, Skills and Abilities:Good judgement, maturity, high energy level with a positive attitude and strong interpersonal skills will enable you to interact effectively with both executive level client and prospects, internal leadership team and other employees.Detail oriented, while able to seize the big pictureGood judgment and inter-personnel skillsGood organizational and planning skills. Ability to meet short deadlinesFlexibility, ability to adjust priorities in a fast-moving environmentIntegrity and ability to manage confidentialityDemonstrated ability to capture key elements and decisions points, supported by good communication skills (verbal and written). Familiar with communications protocols, especially with clients.Self-starter, able to gather critical information.Effective team player, able to manage stress and positively shape his/her environment.Able to maintain confidentiality of information you may be privy to with an unquestionable integrity.Education and Experience:A bachelor’s degree in Business Office Administration required; or three years related experience and/or training; or equivalent combination of education and experience.Senior experience as a personal assistant of CEO or senior executive, chief of staff, or executive office man- ager. Minimum 10-year experience providing support at a high level.Experience in governmental organization or health care organization, – ideally both.PowerPoint, Word and Excel savvy. Comfortable with information systems and databases (e.g. SharePoint)Essential Functions:Personal Administration to the Executive:* Act as trusted personal assistant to the CEO.* Manage personal relationships of the CEO with senior external stakeholders (calls, correspondence, meetings, visitor, etc.). Maintain the stakeholder relationship database accordingly.* Organize travel and meetings arrangements for executives.* Coordinate sensitive issues upon request of the CEO.* Assist the CEO as appropriate to prepare and edit communications, mailings, letters, presentations and other documents (particularly PowerPoint).Administration of the Board of Directors:* Support the CEO to organize the Board of Director meetings.* Organize overall logistics support for Board meetings: event preparation, board members travels (itineraries, hotel bookings, document gathering etc.)* Interact with Board members as appropriate.* Prepare Executive Board meetings and support as appropriate sub committees of the Board.* Attend Board meetings. Record, transcribe and distribute minutes of Board meetings under the supervision of the CEO / Secretary of the Board (board member).* Liaise with relevant heads/directors in charge of agenda items to ensure timely delivery of content and preparation of decisions.* Coordinate with the Compliance Officer/Designee appropriate reports to ensure compliance to internal rules.Coordinate Executive Teams & Leadership Meetings Preparation and Follow up:* Organize planning of Executive Team meetings (weekly) and Extended Executive Team meetings (monthly) meetings and ensure effective attendance and timely remote connections.* Establish agenda upon operational planning and expected decisions, milestones, events etc.* Attends Executive Team Meetings upon request, capture key decisions and ensure dissemination of minutes.* Support synthesis of annual action plan with internal stakeholders, Finance & Planning Director, Foundation Development; Grant applications/maintenance of records and External Affairs departments.* Synthetize short term planning information from various departments and update BG planning accordingly.* Support the preparation of weekly Leadership meetings and annual board meetings meeting; quarterly staff meetings.* Coordinate the gathering and release of the board report; quarterly newsletter and bi-monthly board communications; CEO input for employee newsletter on a quarterly basis; and monthly activity report.* Serves as the Program Manager and Point of Contact for CECA and all related functions and activities for the CECA Foundation.Coordinate Executive Office Support:* Supervise the Special Projects Assistant and delegate as appropriate. Serves as a liaison for the Foundation and Development and other departments to ensure co-ordination of executive team activities including mails and other correspondences.* Ensure overall alignment of executive team members’ agendas. Occasionally provide administrative support to executive team members (together with Special Projects Assistant).* Organize permanence of Executive Office support with Research & Development (Grants and Projects) with the Special Projects Assistant.* Feed internal communications with relevant information.* Coordinate with IT to develop share folders for easy access.* Maintain and organized all essential documents for the operations of the organization such as all licensing and licensing reports (Surveys reports, plans of corrections, copies of licenses for operations and certificates of occupancy, Medicaid/Medicare and other participatory insurance applications; tax exempt; NPI other provider numbers.* Manages the supply budget of the Executive Office to ensure cost efficiencies and standardization.* Manages Contract Book.* Ensures all contracts, liability insurance certificates, and vendor licenses are valid.Coordinate Front Desk Support:* Responsible for the running of the front desk by hiring and training all front desk staff and leading by example* Anticipate and handle any residents, visitors and staff requests and satisfy their needs within acceptable guidelines* Assist in the development and monitoring of the budget to provide top quality customer service* Schedule the front office staff and supervise workload during shifts* Coordinate campus-wide IT technical set up & software coordinationCompensation & BenefitsWe offer remuneration commensurate with experience. We offer a competitive package of benefits and perks, which includes:* Medical, dental, vision, long-term disability, life insurance, legal guard plan and pet insurance* 23 days paid time off (employees can accrue up to 500 hours of paid time off)* Retirement plans through the Virginia Retirement System (VRS) –* Tuition Reimbursement* Employee Assistance Program (EAP)* Employee Discounts – LifeMart* Employee Discounts – CafeteriaHow to ApplyIf you have been thinking about making a change and you want to make the right change in 2021; then this opportunity is for you.Come be a part of an extraordinary community and an exceptional team.Birmingham Green8605 Centreville Rd.Manassas, VA 20110Attn: Alice Decker, Director of HR & Compliance703-257-6210703-257-0811 – faxWe sincerely thank all applicants for their interest in Birmingham Green.

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