Executive Assistant and Front Desk Coordinator

About the Role

Health Dimensions Group is seeking an Executive Assistant & Front Desk Coordinator to join our Corporate Office team. In this role, you'll serve as a key resource across the organization, providing executive and administrative support to our Operations, Finance, Quality, and People & Culture teams while helping ensure the day-to-day needs of our corporate office run smoothly. This is a great opportunity for someone who is organized, detail-oriented, adaptable, and comfortable balancing everything from executive calendars and meetings to office coordination, reports, travel arrangements, and special projects.

What You'll Do

• Serve as a welcoming first point of contact for incoming calls, visitors, and general office needs
• Manage incoming mail, packages, deliveries, and courier services
• Help maintain an organized, professional, and welcoming reception area, conference rooms, copy rooms, and kitchen spaces
• Coordinate with building management and service providers regarding maintenance, cleaning, repairs, and other office needs
• Order and maintain office and kitchen supplies while identifying opportunities for improved service and pricing
• Partner with People & Culture to help coordinate orientation for new team members
• Assist with meeting preparation, including food, technology, supplies, setup, and cleanup
• Support the planning and coordination of HDG company meetings
• Reconcile credit card statements for timely payment
• Provide executive assistance through strong organization, communication, and follow-through on projects and priorities
• Manage calendars for Operations and Quality leadership, including internal and external meetings, conference calls, and webinars
• Coordinate travel arrangements as needed
• Organize expense receipts and submit expense reports for designated executive leaders
• Prepare professional documents, manuals, presentations, spreadsheets, reports, agendas, minutes, scorecards, and dashboards
• Help ensure materials consistently reflect HDG's brand and identity standards
• Lead planning and coordination efforts for HDG Executive Director and Operations meetings
• Coordinate details for managed community Annual and Quarterly EOS meetings
• Assist with preparing management reports and materials for community ownership and board meetings
• Track key performance indicators, metrics, and other organizational data
• Maintain and assist with community transition workplans
• Monitor the Quality Hotline voicemail inbox, distribute messages to the appropriate parties, and help ensure timely follow-up
• Balance multiple assignments, shifting priorities, and last-minute requests while keeping important details on track

Qualifications

• Associate's degree in Business Administration or an equivalent combination of education and experience highly preferred
• 3–5 years of prior administrative support experience preferred
• Healthcare experience is a plus
• Experience coordinating travel and meetings is a plus
• Experience working with office equipment, including computers, copy/fax machines, postage equipment, and phone systems preferred
• Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint
• Strong written communication skills with excellent grammar and attention to detail
• Demonstrated ability to proofread and produce accurate, professional materials
• Ability to accurately type at least 50 words per minute
• Strong organizational and time-management skills
• Ability to manage multiple assignments simultaneously, respond to last-minute requests, and shift priorities as needed to meet deadlines

Skills & Qualities

• Highly organized, dependable, and detail-oriented
• Professional and welcoming when interacting with clients, team members, visitors, contractors, and other partners
• Comfortable working independently while collaborating across multiple departments
• Strong follow-through and the ability to keep projects and priorities moving
• Adaptable and able to remain organized in a fast-paced environment with changing needs
• A team-first mindset and willingness to jump in wherever support is needed

Benefits

• Competitive compensation
• 401(k) retirement savings plan
• Medical, dental, and vision insurance
• Paid time off & volunteer time off
• Tuition reimbursement & professional development opportunities
• Flexible scheduling options
• Pet insurance & adoption assistance