Empower Mental Health Jobs Hiring Now

Position Overview

The Office Manager / Executive Assistant provides high-level administrative, operational, and organizational support to executive leadership while ensuring smooth day-to-day office operations. This role manages calendars, communication, office logistics, facilities needs, and cross-department coordination. The position requires exceptional organization, discretion, communication skills, and the ability to anticipate needs in a fast-moving environment.

Key Responsibilities

Strategic & Operational Responsibilities

• Manage executive calendars, scheduling, and meeting coordination
• Prepare agendas, briefs, presentations, and follow-up documentation
• Handle email triage, prioritization, and communication on behalf of leadership
• Coordinate travel, logistics, itineraries, and expense reporting
• Oversee office operations including supplies, equipment, vendor relationships, and maintenance
• Manage workspace planning, onboarding logistics, equipment acquisition, and office access
• Ensure compliance with safety, security, and facility protocols
• Maintain office organization including mail distribution, break room upkeep, and workspace cleanliness

Relationship Management

• Support executives in communication with internal and external stakeholders
• Coordinate cross-department information flow and meeting preparation
• Answer and route calls from partners, veterans, attorneys, and other stakeholders
• Maintain confidentiality and handle sensitive information with discretion
• Build positive relationships with vendors, service providers, and office visitors

Service / Program Support

• Support onboarding logistics for new hires (workspace setup, equipment, access)
• Coordinate monthly Phoenix company meetings, including lunch orders and logistics
• Assist with internal communication distribution and administrative workflows
• Ensure office operations support clinical, operational, and administrative teams

Administrative & Reporting

• Maintain accurate records, documentation, and administrative logs
• Track meeting action items and ensure timely follow-up
• Prepare reports, presentations, and internal communications
• Organize incoming and outgoing mail and maintain office filing systems
• Support executives with project tracking and administrative reporting

Qualifications

Required

• 2+ years of experience in administrative, office management, or executive support roles
• Strong organizational and time-management skills
• Excellent written and verbal communication abilities
• Proficiency with Google Workspace, Microsoft Office, and digital communication tools
• Ability to manage sensitive information with discretion
• Strong problem-solving skills and ability to anticipate needs

Preferred

• Experience in healthcare, behavioral health, or professional services
• Familiarity with multi-department coordination and executive-level support
• Background in facilities coordination or office operations

Preferred Experience

• Experience supporting C-suite or senior leadership
• Experience in fast-growing or multi-site organizations
• Familiarity with facilities management or vendor coordination

What Success Looks Like

• Executives experience seamless scheduling, communication, and administrative support
• Office operations run smoothly with minimal disruptions
• High satisfaction from staff and leadership regarding communication and coordination
• Onboarding logistics are consistently prepared and executed on time
• Office environment remains organized, professional, and well-maintained
• Administrative workflows are efficient, accurate, and reliable

Why Join Empower Mental Health?

• Mission-driven organization focused on emotional and cognitive wellness
• Collaborative, supportive leadership team
• Opportunities for growth and expanded responsibility
• Meaningful work that directly impacts patient care and organizational success