Executive Office Coordinator

About Us:

ENT Specialty Partners (ESP) provides unparalleled strategic, financial, and operational support to partnering ear, nose, and throat practices. We collaborate with clinics that provide a wide range of services in otolaryngology - head and neck surgery, audiology, allergy, facial plastic surgery, pulmonology, and physical therapy. Guided by excellence, service, principles, and innovation, ESP aims to become the foremost provider of ENT services in the country. Our dynamic team prioritizes people and fosters a collaborative community of healthcare professionals delivering exceptional employee and patient care.

About the Role:

The Administrative Assistant to the Executive Office is a highly organized and dependable member of the team providing day-to-day administrative support. This role supports the in-office and virtual executive office team by managing administrative tasks, coordinating meetings, preparing documents, keeping office inventory organized and tracked, and ensuring smooth office operations.

This is a part-time position 3 days a week, Tuesday – Thursday from 9:00 a.m. to 5:00 p.m., with some flexibility where needed.

What You’ll Do:

Key Responsibilities

• Serves as the primary office contact for the company; greeting and establishing rapport with employees, clients, visitors, and vendors.
• Maintains office services by organizing office operations and procedures, controlling correspondence, designing filing systems, managing office supply inventory, and completing clerical functions.
• Coordinates office vendors, including maintenance, contractors, and suppliers, ensuring services align with agreements and meet standards.
• Answers and directs telephone calls; appropriately relaying important information promptly and clearly, maintaining confidentiality as needed.
• Manages office and conference room access, including the badge security system in coordination with the building management company.
• Coordinates appointments and schedules as needed.
• Assists with document creation, notetaking, and correspondence where needed.
• Works with the Human Resources and IT departments to ensure equipment and supplies are promptly and consistently provided to new hires and obtained from exiting employees.
• Plans in-house and/or off-site activities of the organization
• Ensures office supplies are stocked, appliances and machines are running smoothly, and the office is kept organized and clean.
• Receive and sort daily mail, assist with shipping and receiving packages.
• Pick up deliveries and run errands as needed.
• Assists with data entry, research, or clerical projects across departments where needed.

Qualifications & Requirements:

• High school diploma, GED, or equivalent
• 3-5 years’ experience as an administrative or office manager
• Detail-oriented; good time management skills and ability to prioritize work.
• Highly organized and self-motivated
• Excellent verbal and written communication skills
• Interpersonal skills
• Advanced computer skills, with full knowledge of Microsoft Office products and an aptitude to learn new systems and procedures
• Flexibility to adjust to new tasks should company or office needs change
• Demonstrates ability to take initiative, anticipate needs and exercise independent/sound judgment.

Work Environment & Physical Expectations:

• In-office Tuesday - Thursday, 9:00 – 5:00 with flexibility to adjust days on occasion.
• Requires ability to sit, stand, and travel for extended periods; light lifting occasionally required.