Executive Office Manager and Legal Administrative Coordinator

DISCLOSURES

The statements contained in this document describe the general scope and level of services expected under this engagement and are not intended to be all-inclusive. Responsibilities may evolve over time based on business growth campaign performance needs platform changes or strategic direction. The Company will notify the contractor of any material changes to the scope of work.

ABOUT THE COMPANY

Enterprise Management Solutions LLC (EMS) is a full-spectrum consulting and management firm specializing in back-office operations financial infrastructure and executive oversight for health and human services organizations. We provide strategic support to affiliated companies through contractual partnerships optimizing operations and maintaining compliance across multiple industries including behavioral health primary care real estate supportive housing and food service.

Our goal is to relieve mission-driven companies of administrative burden by overseeing financial and operational systems that allow leadership teams to focus on quality care and innovation.

COMPANY WEBSITE: PHONE NUMBER:

HR DEPARTMENT PHONE NUMBER: EXT 10

HR DEPARTMENT EMAIL ADDRESS:

POSITION TITLE: Executive Office Manager and Legal Administrative Coordinator

ALTERNATE TITLE(S): Executive Administration & Legal Operations Coordinator Front Desk Receptionist Executive Office Manager & Corporate Legal Coordinator Executive Office & Governance Coordinator

COMPANY: Enterprise Management Solutions LLC

DIVISION: Executive Office / Operations

DEPARTMENT: Executive Office

UNIT: Executive Office Administration / Legal Administrative Support

BENEFITS PACKAGE: Overtime opportunities health insurance paid time off retirement benefits technology stipend retirement benefits and professional development opportunities

WORK SCHEDULE: Monday - Friday 8:00 AM - 5:00 PM Full-Time On-Site. Regular onsite attendance is required. Occasional schedule flexibility may be necessary to support executive meetings urgent matters events deadlines site visits or office-opening and closing responsibilities.

ACCOUNTABLE TO: Chief Executive Officer and designated C-Suite Officer(s)

ACCOUNTABLE FOR: Managing the daily operations of the executive office; providing high-level administrative support to the Chief Executive Officer and designated C-suite officers; coordinating executive calendars meetings correspondence records deadlines and assignments; maintaining corporate and legal-administrative records; supporting interactions with attorneys government agencies regulators vendors and other external stakeholders; and ensuring that executive-office operations remain professional organized secure confidential and responsive.

CLASSIFICATION: Non-Exempt (W-2 Hourly) - Full-Time

COMPENSATION RANGE: $16.00 $25.00 per hour commensurate with experience

ANTICIPATED TRAVEL: Limited travel may be required for executive meetings site visits document delivery government or professional appointments or other authorized business activities.

SUMMARY OF POSITION RESPONSIBILITIES

The Executive Office Manager and Legal Administrative Coordinator manages the day-to-day operations of the executive office while providing high-level administrative and coordination support to the Chief Executive Officer and designated C-suite officers.

The role serves as a central point of coordination for executive schedules meetings visitors correspondence records assignments deadlines corporate documentation contracts administration licensing and regulatory matters and legal-administrative support.

The successful candidate must be polished highly organized discreet and comfortable working with executives attorneys healthcare leaders regulators government representatives insurers vendors employees and other professional stakeholders. The position requires excellent judgment confidentiality professional communication strong follow-through and the ability to manage sensitive and time-critical matters accurately.

SCHEDULED DUTIES AND RESPONSIBILITIES

• Manage executive calendars meetings appointments deadlines reminders and priorities.
• Draft edit proofread format and distribute professional correspondence reports policies presentations and other executive documents.
• Greet and screen visitors route calls and inquiries and coordinate mail deliveries and time-sensitive conference rooms supplies equipment parking vendors maintenance and other office services.
• Maintain organized and confidential corporate contract governance licensing regulatory insurance claims and legal-administrative records.
• Coordinate document collection delivery signatures notarizations certified mail electronic filings and final-document retention.
• Coordinate documentation with executives attorneys insurers regulators government agencies vendors and authorized third parties.
• Maintain confidentiality and follow applicable privacy information-security document-retention and records-management requirements.
  
• Protect executive time prioritize requests and escalate urgent or sensitive matters appropriately.
• Prepare summaries chronologies indexes signature packets transmittal letters and supporting materials for executive or attorney review.
• Track renewals filings registrations hearings notices response dates and other critical deadlines.
• Coordinate and maintain authorized system access and physical access credentials for employees and contractors including system/account access requests access cards or badges access modifications replacements and deactivation or removal of access as directed. Maintain appropriate records of access issued changed or discontinued.
  
• Maintain a professional organized secure and prepared executive-office environment.
• Track CEO and C-suite directives commitments deadlines and unresolved matters; follow up and escalate as appropriate.
• Coordinate meeting logistics agendas materials attendance minutes action items and follow-up assignments.

UNSCHEDULED DUTIES AND RESPONSIBILITIES

• Support executive projects special assignments events site visits due-diligence requests and cross-company initiatives.
• Assist with urgent matters involving attorneys insurers regulators government representatives or other authorized parties.
• Organize records for audits investigations licensing reviews claims corporate transactions legal matters or executive review.
• Coordinate time-sensitive records requests correspondence deliveries travel and meeting logistics as needed.
• Assist with office-opening or closing responsibilities and temporary executive-office support when required.
• Participate in required meetings orientation training and professional development.
• Perform other executive-office corporate-administrative office-management or legal-administrative duties consistent with the position.

EXECUTIVE OFFICE CALENDAR AND MEETING MANAGEMENT

• Coordinate executive-office priorities calendars meetings appointments and scheduling conflicts.
• Prepare agendas briefing materials meeting documents minutes and action items as needed.
• Track executive directives assignments deadlines and unresolved matters; follow up and escalate as appropriate.
• Coordinate conference rooms visitors vendors office services supplies equipment access parking and related administrative needs.

LEGAL ADMINISTRATIVE COORDINATION

• Organize legal and regulatory correspondence and coordinate document requests involving executives attorneys insurers regulators government agencies and authorized parties.
• Prepare summaries timelines indexes signature packets transmittal letters and supporting materials for review.
• Track hearings filings renewals registrations notices contracts responses and related deadlines.
• Coordinate notarizations certified mail courier services electronic signatures filings and final-document retention.
• Maintain confidential legal-administrative records and promptly escalate subpoenas claims legal notices government communications and other sensitive matters.

This position does not provide legal advice establish legal strategy represent the Company in legal proceedings or perform substantive legal work unless lawfully permitted and specifically delegated and supervised by a licensed attorney.

CORPORATE RECORDS AND DOCUMENT CONTROL

• Maintain corporate governance records contracts licenses registrations certificates and related documents.
• Track renewal expiration submission and response dates.
• Maintain executed and approved documents using organized electronic and physical filing indexing retention and retrieval practices.
• Support authorized due-diligence and records requests while protecting confidential information.

FRONT OFFICE AND VISITOR MANAGEMENT

• Professionally greet screen and direct visitors and notify appropriate personnel of arrivals.
• Coordinate visitor accommodations conference rooms deliveries correspondence and time-sensitive documents.
• Escalate unauthorized disruptive unusual or security-related concerns appropriately.

The position does not independently perform security-enforcement functions.

CONFIDENTIALITY AND INFORMATION HANDLING

• Protect confidential executive legal financial personnel regulatory healthcare contractual and operational information.
• Access and share sensitive information only as authorized.
• Secure physical and electronic records and follow confidentiality privacy information-security and records-access requirements.
• Promptly report suspected confidentiality privacy or information-security concerns.

EMERGENCY PREPAREDNESS RESPONSIBILITIES

• Follow established emergency evacuation safety and security procedures.
• Assist visitors and executive-office personnel during emergencies as directed.
• Promptly report safety or security concerns and contact emergency services when appropriate.
• Participate in required safety and emergency-preparedness training.

The position does not independently manage the Companys Safety Program unless separately designated and trained.

TRAINING AND EDUCATION RESPONSIBILITIES

Participate in required orientation and ongoing training related to executive administration confidentiality information security records and document management corporate governance contracts and licensing legal-administrative procedures workplace safety emergency preparedness Google Workspace Microsoft Office electronic signature systems and other Company systems.

PHYSICAL DEMANDS

• Prolonged sitting and computer use with periodic standing and walking.
• Frequent use of standard office equipment.
• Ability to handle files office materials packages and meeting materials.
• Ability to communicate effectively in person by phone video and electronically.
• Ability to perform essential job functions with or without reasonable accommodation.

WORKING CONDITIONS

• Primarily onsite professional office environment.
• Frequent interaction with executives employees attorneys regulators vendors government representatives and other stakeholders.
• Regular handling of confidential sensitive and time-sensitive information.
• Requires managing competing priorities interruptions deadlines and urgent requests.
• Occasional schedule flexibility and limited business travel may be required.

COMPETENCIES AND SKILLS

• Strong organization time management attention to detail and follow-through.
• Excellent judgment discretion confidentiality and professionalism.
• Strong executive-administrative and office-management skills.
• Excellent verbal written proofreading and document-preparation skills.
• Ability to manage competing priorities deadlines and urgent matters with composure.
• Strong calendar meeting records document-control and project-coordination skills.
• Professional communication skills with executives and external stakeholders.
• Ability to work independently and collaboratively across departments and affiliated organizations.
• Advanced proficiency with Google Workspace and Microsoft Office.
• Ability to use or learn electronic signature document-management project-management CRM HR accounting inventory and related business systems.

LEVEL OF EDUCATION / TRAINING / QUALIFICATIONS

Required Qualifications

• Associate degree in Business Administration Legal Studies Office Administration Communications or related field or equivalent education and experience.
• Five (5) years of experience in executive support legal/corporate administration office management or a comparable role.
• Experience supporting executives attorneys or professionals with confidential and time-sensitive matters.
• Advanced proficiency with Google Workspace and Microsoft Office.
• Strong writing proofreading organization records-management communication and follow-through skills.
• Ability to manage competing priorities and deadlines with accuracy discretion sound judgment and professionalism.
• Ability to maintain confidentiality and interact effectively with executives and external stakeholders.
• Reliable onsite attendance and successful completion of applicable pre-employment screening.

Preferred Qualifications

• Bachelors degree in a related field.
• Paralegal certificate legal-administrative training or corporate legal-support experience.
• Experience in multi-company healthcare professional-services government corporate or legal environments.
• Experience with corporate records contracts licensing regulatory tracking or document-control systems.
• Maryland Notary Public commission or willingness and eligibility to obtain one.
• Experience with electronic signature project-management CRM HR accounting inventory or related systems.

PERFORMANCE EXPECTATIONS / WHAT SUCCESS LOOKS LIKE

• Maintain a professional organized secure and prepared executive office.
• Reliably manage executive calendars meetings communications assignments and deadlines.
• Track and escalate urgent overdue or unresolved matters appropriately.
• Produce accurate organized executive-ready documents and records.
• Maintain accessible corporate contract licensing regulatory and legal-administrative records.
• Protect confidential information and coordinate signatures filings notarizations deliveries and document retention accurately.

ADDITIONAL REQUIREMENTS

Primarily onsite with reliable attendance. Occasional schedule flexibility may be required for executive meetings urgent matters events deadlines or site visits.

Enterprise Management Solutions LLC provides equal employment opportunities in accordance with applicable law. Reasonable accommodations may be provided to qualified individuals as required.

Required Experience:

Senior IC