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Office Manager

Primary Location: Franklin, TN
Additional Locations: TN-Franklin
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Description:
As a member of HealthSpire, this resource will be responsible for supporting our organization through a wide array of general and specific administrative functions.

Responsibilities
  • Be the point of contact and coordinate all office services: i.e. coffee, cleaning services, ordering of hardware or equipment, routine and plant maintenance, etc.
  • Assist with scheduling prospect candidates for interviews
  • Support the onboarding process to ensure all new hires are set up for success in their physical workspace.
  • Maintain accurate seating chart and help facilitate internal moves, ensuring that all employees are well-equipped and have a smooth experience as we continue to grow
  • Maintain and order supplies, snacks and ensure general office cleanliness
  • Coordinate and organize company events to include meeting, holiday parties, lunches office celebrations, and logistics for visiting guest
  • Pick up and distribute mail and packages for the office
  • Assist with capturing accurate meeting minutes and distributing a copy to all stakeholders timely following the conclusion of all meetings
  • Support third party vendors through the execution of administrative task functions, as requested by the organization
  • Assist employees and leadership in various tasks as needed related to the office
  • Keep up to date with office safety and regulations
  • Answer the front door phone, distribute packages and usher guest


Fundamental Components:

Required Knowledge & Skills
  • Be the point of contact and coordinate all office services: i.e. coffee, cleaning services, ordering of hardware or equipment, routine and plant maintenance, etc.
  • Assist with scheduling prospect candidates for interviews
  • Support the onboarding process to ensure all new hires are set up for success in their physical workspace.
  • Maintain accurate seating chart and help facilitate internal moves, ensuring that all employees are well-equipped and have a smooth experience as we continue to grow
  • Maintain and order supplies, snacks and ensure general office cleanliness
  • Coordinate and organize company events to include meeting, holiday parties, lunches office celebrations, and logistics for visiting guest
  • Pick up and distribute mail and packages for the office
  • Assist with capturing accurate meeting minutes and distributing a copy to all stakeholders timely following the conclusion of all meetings
  • Support third party vendors through the execution of administrative task functions, as requested by the organization
  • Assist employees and leadership in various tasks as needed related to the office
  • Keep up to date with office safety and regulations
  • Answer the front door phone, distribute packages and usher guest


Background Experience:
Required Knowledge & Skills
  • Attention to detail and excellent interpersonal skills
  • Strong written and verbal skills. Ability to present information to small and, at times, large audiences. Ability to provide clear, concise information to key stakeholders on various teams.
  • Ability to simultaneous manage multiple partners, task and deadlines.
  • Ability to work both independently or as a team
  • Ability to multi-task, complete task without direct supervision, and function in a dynamic, fast-paced environment
  • Adaptable to changes in functions or task
  • You love working in and are comfortable in a fast-paced, roll up your sleeves type environment; self-starter, doer personality who will take initiative from day
  • You are an extremely positive and upbeat person, someone who views challenges as opportunities

Education/Experience Desired
  • Bachelor’s degree required
  • 2-3 years operating as an Office Manager or Administrative Assistance
  • Intermediate proficiency with Microsoft Office Suite (Work, Excel, PowerPoint, Visio)


Potential Telework Position:
No

Percent of Travel Required:
0 - 10%

EEO Statement:
Aetna is an Equal Opportunity, Affirmative Action Employer

Benefit Eligibility:
Benefit eligibility may vary by position.

Candidate Privacy Information:
Aetna takes our candidate's data privacy seriously. At no time will any Aetna recruiter or employee request any financial or personal information (Social Security Number, Credit card information for direct deposit, etc.) from you via e-mail. Any requests for information will be discussed prior and will be conducted through a secure website provided by the recruiter. Should you be asked for such information, please notify us immediately.

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