Office coordinator & executive assistant

Understanding our mission, vision, and values, the Office Coordinator & Executive Assistant will:

People

Understanding that providers are Relias’ number one priority and greatest asset, the position will ensure that all actions and initiatives align with the mission of valuing and empowering providers.

• Serve as a trusted liaison between the Executive Team, staff, hospital partners, board members, and vendors.
• Greet every visitor, provider, partner, and candidate with warmth and professionalism, setting the tone for their experience with Relias.
• Answer, screen, and route incoming calls, taking accurate messages and following through until each one is resolved.
• Maintain a welcoming reception area and prepare conference rooms ahead of every scheduled meeting.
• Build strong working relationships across departments and with vendors, couriers, and building service providers to move requests forward quickly.
• Partner with Human Resources on onboarding logistics, workspace readiness, and new hire first day experience.
• Serve as the primary point of contact for day-to-day corporate office communications, sharing timely updates on office announcements, building notices, and schedule changes with staff.
• Own a thoughtful gestures program covering birthdays, work anniversaries, milestones, and provider, partner, and client recognition.
• Coordinate team gatherings and celebrations that strengthen relationships across the organization.

Innovation

Understanding that a core passion of Relias Healthcare is to never remain complacent in the way that we run our organization.

• Identify and implement tools and workflows that reduce administrative friction for the Executive Team.
• Use approved AI tools to draft first-pass communications, meeting agendas, briefing notes, and event materials, reviewing every output for accuracy and tone before it goes out.
• Use AI-assisted scheduling tools to spot calendar conflicts and propose meeting times, cutting down on scheduling back-and-forth.
• Improve office systems across records management, space planning, front desk workflows, and vendor management.
• Recommend office technology, equipment, and layout changes as the organization grows.
• Curate the branded merchandise catalog, keeping items fresh, on brand, and genuinely useful to providers, partners, and employees.
• Stay current on promotional merchandise and event trends, and bring new ideas to annual events.
• Anticipate recurring needs and build repeatable processes, such as SOPs and checklists, rather than handling each request from scratch.

Quality

The consistent quality of the services we provide is what will allow Relias to maintain its partners.

• Manage complex and frequently shifting calendars for the Chief Executive Officer and Executive Team, protecting time for the highest priorities.
• Build travel itineraries and handle all logistics for seamless executive travel.
• Prepare accurate, polished meeting materials, including agendas, briefing notes, and follow-up summaries.
• Own and maintain the shared corporate office calendar, including conference room bookings, company-wide events, and holiday schedules, setting booking priority and resolving conflicts.
• Draft and distribute clear, accurate internal communications and reminders.
• Own the company events calendar, maintaining planning timelines, run sheets, and vendor deadlines for each event.
• Manage event vendor coordination end to end, including venue, catering, lodging, audiovisual, and printed materials.
• Prepare event materials, including name badges, printed guides, signage, and attendee packets.
• Maintain accurate branded merchandise records and inventory, including counts, vendor artwork files, sizing, par levels, storage, and fulfillment tracking.
• Assemble and ship swag orders, welcome gifts, and recognition packages accurately and on time.
• Manage incoming and outgoing mail, packages, and courier shipments, and maintain accurate visitor logs and front desk records.
• Maintain organized digital and physical records, contracts, and executive files, completing data entry, filing, and scanning with care and attention to detail.
• Oversee day to day office operations so the workplace, including conference rooms, kitchen, and supply areas, stays professional, functional, and presentable at all times.

Value

Understanding that Relias does not function like other staffing organization regarding profit margins. The financial success of our organization requires that we remain engaged in our cost structure and look for ways to reduce overall operational costs.

• Own the office administration budget, tracking spend and reporting variances.
• Own the events and branded merchandise budgets, tracking spend against plan and reporting variances to leadership.
• Negotiate event and merchandise vendor pricing, monitoring per-unit and per-attendee cost.
• Negotiate and manage vendor and service contracts for the office, including janitorial, equipment, supplies, and maintenance.
• Manage relationships with the building, service providers, and office insurance and warranty contacts.
• Track and reorder office, kitchen, breakroom, and merchandise supplies against approved par levels and budgets, controlling spend and avoiding rush orders.
• Process and reconcile expense reports for the Chief Executive Officer and Executive Team accurately and on time.
• Coordinate catering and meeting logistics that create a strong impression at a responsible cost.
• Steward company assets, including office equipment, branded merchandise inventory, and supply storage.

Excellence

To become successful as an organization, we will strive toward excellence in each interaction, decision, and responsibility. 1) Set Clear expectations 2) Provide the resources to do the job 3) Hold one another accountable = Excellence.

Success of our company is a measure that we should use to escalate our performance to a level of excellence. To become successful, we will strive toward excellence in each interaction, decision, and duty.

• Handle confidential company, provider, and personnel information with absolute discretion.
• Anticipate the needs of the Chief Executive Officer and Executive Team, resolving issues before they surface.
• Represent Relias Healthcare professionally to physicians, hospital partners, board members, and guests.
• Provide reliable, consistent coverage of the front desk throughout core business hours.
• Lead logistics for board meetings, leadership meetings, retreats, and company events, serving as office host and staffing registration and welcome tables on site.
• Hold the standard for the office without needing direction, and raise the standard where it has slipped.

Qualifications

To perform this job successfully, an individual must be able to engage in each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

• Bachelor's degree in Business Administration, Communications, or a related field preferred. Equivalent experience will be considered.
• Three to five years of experience in executive support, office administration, or office management.
• Advanced proficiency in Microsoft Office Suite and Outlook, including calendar, travel, and expense management tools.
• Demonstrated ability to manage competing priorities on behalf of multiple senior leaders.
• Professional phone presence and strong written and verbal communication skills.
• Proven track record handling confidential information with discretion and sound judgment.
• Strong organizational skills, with the ability to absorb interruptions without losing track of open tasks.
• Comfortable using AI writing and scheduling assistants, such as Claude or Microsoft Copilot, to speed up routine drafting and calendar coordination, with sound judgment about when human review and sign-off is required.
• Event planning, hospitality, or promotional merchandise program experience strongly preferred.
• Healthcare, professional services, or multi-site organization experience is a plus.