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 : https://enterprisemgmtinc.com/

COMPANY PHONE NUMBER: (667) 309-5345

HR DEPARTMENT PHONE NUMBER: (667) 309-5345 EXT 10

HR DEPARTMENT EMAIL ADDRESS : [email protected]

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