Office Manager - Executive Assistant - Medtelligent

Please note that we are NOT currently offering sponsorship for this position and all applicants must be currently based in the Chicago-land area or willing to relocate. This position is “in-office” for the duration of the role.

Medtelligent is the industry leading provider of assisted living specific software. We are a purpose driven healthcare technology company passionate about innovation and using technology to help people by solving real world problems. The Medtelligent team designs, builds, delivers, and supports Medtelligent’s flagship product ALIS (pronounced “Alice” and stands for Assisted Living Intelligent Solutions).

Do you love keeping things organized, have a knack for technology, and enjoy collaborating with people? We're seeking a highly motivated, tech-savvy Office Manager -Executive Assistant to join our Operations team on a full-time basis.

In this role, you'll leverage your tech expertise to streamline daily operations. We're looking for someone comfortable with a variety of software programs, including Microsoft Office Suite (Word, Excel, etc.), communication platforms (Gmail, Slack), project management tools (Jira, Confluence), and industry-specific applications (Dialpad, Alpha). 

Beyond technical skills, we are looking for a problem-solver who can identify creative solutions as new challenges arise. Flexibility in your approach is key, as you'll continuously work to improve processes and maintain peak efficiency for the team

We are looking for someone that can adapt to change quickly and is solution-oriented (read flexible with their processes and not stuck on one way of doing things). 

Essential Job Functions:

1. Administrative Support:

   • Provide administrative support to executives and staff, including handling correspondence, scheduling appointments, and managing calendars.

   • Prepare documents, reports, and presentations as required.

   • Coordinate meetings and conferences, including venue procurement, catering, and audiovisual equipment.

2. Office Operations Management:

   • Manage office facilities, including maintenance, repairs, and security.

   • Oversee pantry and office supply inventory and procurement, ensuring adequate stock levels, organization, and cost-effective purchasing.

   • Develop and maintain efficient office procedures and policies.

3. Communication and Coordination:

   • Serve as a central point of contact for internal and external communications.

   • Coordinate office events and activities, such as staff meetings, team-building events, and celebrations.

   • Liaise with vendors, suppliers, and service providers as necessary.

   • Anticipate needs as they arise 

• Proven experience in office administration and management roles.

• Strong organizational and multitasking skills.

• Excellent communication and interpersonal abilities, with a professional and diplomatic demeanor.

• Proficiency in Google Worksuite and other relevant software applications.

• Familiarity with office management tools.

• Ability to work independently and as part of a team, with a proactive approach to problem-solving.

• Discretion and confidentiality when handling sensitive information.

Benefits:

• Working on a team of diverse, smart, collaborative, and kind humans 
• Good balance of personal autonomy and team collaboration on projects
• Salary commensurate with experience. Our team uses PayScale, Insperity, and Built in for salary ranges and guidelines for each position and for companies of similar size.  
• Generous PTO
• 8+ Company Holidays + 2 Floating Holidays
• Medical, dental and vision insurance with a large portion subsidized by the company (over half of current employees pay $0.00 out of pocket)
• 401k Plan + Matching
• Employee Length of Stay Rewards Program including Equity Rights eligibility
• Regular department meetings, 1:1s, quarterly feedback sessions, regular full "state of the company" meetings
• Internal trainings, lunch and learns, and cross training 
• Training on advanced technology concepts and senior living
• Regular client interactions and feedback
• Eligible for commission structure
• Access to and support for ongoing learning and education 

Application Process:

No formal cover letter is needed but please include a few sentences describing why you are applying for this position specifically.

Medtelligent reaches out to certain candidates for quick phone calls to gather additional information – these usually last about 10 minutes and are scheduled in advance and according to your schedule. After the phone screen, candidates that are selected to proceed in the process will do an in-person or video interview. Decisions can be made after second round interviews. In some instances, third round interviews are held. 

Medtelligent values and promotes diversity. We are an equal opportunity employer and consider qualified applicants without regard to race, color, religion, sex, national origin, ancestry, age, genetic information, sexual orientation, gender identity, marital or family status, veteran status, medical condition or disability.