Office Manager and Executive Administrative Assistant at Helms & Company – Concord, New Hampshire

Title: Office Manager & Executive Administrative Assistant (Full-Time, Hourly)

Company Culture & Values:

• Accountable for Results. Ultimately responsible for one’s work product.
• Communication. Personal interactions with colleagues & clients are effective.
• Addresses and Resolves Conflict. Can work through differences.
• Continuously Learns, Improves Oneself, and the Business. Leverages opportunities daily, as presented, to improve in one’s job or a business process.
• Team Player. Works well as a member of the Helms’ team.

Position Summary:

Helms & Company, Inc. (a healthcare management and consulting firm) is seeking a highly motivated individual with strong interpersonal and organizational skills to fill the position of Office Coordinator / Administrative Assistant. This role supports the firm’s Partners and Consultants by ensuring smooth daily office operations and providing comprehensive administrative support.

Core Responsibilities:

• Administrative Support: Manage day-to-day administrative tasks for Partners and Consultants, including calendar management, scheduling meetings and travel, answering the phone and correspondence, preparing and editing documents (presentations, meeting minutes, reports), maintaining spreadsheets, and executing special projects as assigned.
• Office Operations: Greet visitors, liaise with the building management company, handle incoming/outgoing mail, care for office plants, order and organize office supplies and snacks; keep common areas clean and well-stocked.
• Meeting & Event Coordination: Book and set up conference rooms, arrange necessary equipment and catering, prepare required materials and billing sheets, welcome guests, clean up and reset the space.
• Records & Documentation: Maintain organized filing systems for electronic and hard-copy documents. File and archive important records such as proposals, contracts, and agreements; keep procedure manuals up to date; and ensure that both computer files and paper files are properly labeled and easily accessible.
• Basic Financial Support: Assist with simple accounting and finance-related tasks. This includes supporting accounts payable/receivable processes, logging and tracking expenses and credit card transactions, reconciling monthly credit card statements, filing receipts, preparing basic financial reports, and helping with other accounting projects as needed.
• Team Collaboration & Other Duties: Work closely with colleagues to ensure all assigned tasks are completed in a timely manner. Help balance the team’s workload by taking on additional duties when necessary. Identify and recommend office process efficiency enhancements. Be willing to take on miscellaneous administrative tasks to support the overall success of the team.

Specific Job Functions (not intended to be all-inclusive):

• Answer and direct incoming phone calls, and greet on-site visitors in a professional, welcoming manner
• Open, date-stamp, and distribute incoming mail; prepare and send outgoing mail and packages, managing postage and shipping through the company’s mail systems
• Perform routine office upkeep such as changing backup data tapes, watering plants, tidying common areas, and restocking office and kitchen supplies
• Schedule appointments and coordinate multiple calendars, adjusting for changing priorities and ensuring all parties are informed of updates
• Print, scan, and copy documents; assist staff with preparation of presentations, reports, and other materials
• File new proposals, contracts, and confidential documents; sort and organize legal agreements (e.g., NDAs, BAAs), maintain archived documents
• Arrange logistics for in-office meetings, including setting up rooms and equipment, picking up or arranging catering/food, preparing sign-in sheets or expense forms, and cleaning up afterward
• Record and monitor credit card and expense transactions; file receipts and follow up with team members for missing documentation; reconcile credit card statements and generate summary reports
• Support basic accounting projects:help to prepare tax forms (e.g., 1099s), coordinate partner expense reimbursements or payments, and communicate with external vendors or service providers as needed for finance-related tasks
• Compile and distribute regular operational reports (ad hoc, too) for internal use or client projects, ensuring accuracy and timely delivery
• Perform other duties as assigned to support office administration and team needs

Work Hours: Monday through Friday, ~8:00 AM – 5:00 PM (with a 1-hour unpaid lunch break).

Experience: 5–7 years in a similar position (healthcare industry experience preferred), or an equivalent combination of education and experience

Education: Associate’s degree or comparable work experience

Curiosity and Self Motivation: Demonstrates initiative and eagerness to understand co-worker and client needs without requiring constant supervision.

Interpersonal Skills: Strong collaboration and team-working skills; able to build positive working relationships with colleagues and clients

Organization & Attention to Detail: Excellent organizational skills with a keen eye for detail; ability to manage multiple tasks, meet deadlines, and maintain accuracy

Communication: Strong written and verbal communication skills

Financial and Accounting: Ability to understand financial statements, banking statements, and basic accounting skills.

Data Management Skills: Ability to collect, organize, and present data accurately.

Technical Skills: Expert-level knowledge of MS 365 applications (e.g., Word, Excel, PowerPoint, Teams), Zoom, survey software, and, ideally, project management applications. QuickBooks and Access software a plus. Open to learning new applications and technologies.

Time Management: Effective at prioritizing and managing time to support multiple projects and staff members simultaneously

Other Requirements: Valid driver’s license and ability to run occasional local errands