Executive Office Manager and Legal Administrative Coordinator

Job description

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 : COMPANY PHONE NUMBER: (667) 309-5345 HR DEPARTMENT PHONE NUMBER: (667) 309-5345 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 correspondence.Coordinate 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 Company's 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 Bachelor’s 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.