Executive Assistant and Office Operations Coordinator

Ellie Mental Health • Mendota Heights, Minnesota, United States • Full-time

$45,000

per year

Healthcare Office Coordinator Vendor Management Multitasking Executive Assistant Administration

Job Description

We’re looking for a compassionate, organized, and dynamic Executive Assistant/Office Operations Coordinator to become a vital part of our corporate office team. In this dual role, you’ll serve as the central hub of our office, providing high-level administrative support to executive leadership while ensuring the smooth day-to-day operations of our workplace.
Your responsibilities will span a wide range of functions, including executive scheduling, facilities coordination, office logistics, and purchasing. You’ll be essential in keeping our leadership focused and our environment running efficiently.
You’ll thrive in an inclusive, mission-driven culture that values creativity, collaboration, and connection. If you’re energized by fast-paced environments, passionate about supporting others, and eager to make an impact, we’d love to meet you.

What We Offer:

Free virtual short-term counseling for the whole family!
Medical Insurance with the option to select a $10 mental health office visit copay!
Dental, Vision, Life & Disability
Pet Insurance
Free access to virtual urgent care for the whole family!
Generous 401(k) match up to 4%!
Paid Time Off + Holidays
Competitive compensation
Amazing colleagues who are passionate about destigmatizing mental health.
Collaborative and dynamic office environment

Work Location: This is a hybrid position that requires approximately 75% in-office presence in our corporate office in Mendota Heights, MN with the ability to work remotely for the remaining time.

Compensation: The salary range for this position is $45,000 - $55,000. Salary is based on experience and qualifications.

Required Skills/Abilities:

High School Diploma/GED and a minimum of four (4) years of related office and executive experience. Training/education may be substituted for some of the years of experience.
Passionate about healthcare excellence and delivering exceptional customer service.
Experience supporting multiple professionals and interacting with a wide range of people
Strong ability to multitask and handle competing priorities in a constantly changing environment.
Ability to be resourceful and proactive when issues and/or emergencies arise.
Exhibit good judgement, honesty, integrity, responsibility, organization, time management, and punctuality.
Ability to analyze issues and suggest or determine solutions.
Ability to work independently and collaboratively with other teams to achieve goals.
Must be proficient in computer software applications (MS Word, Excel, Outlook, PowerPoint, etc.).

Responsibilities include:

Executive Administrative Support - 40%:

Provide comprehensive support to executive leadership, including calendar management, scheduling meetings, and coordinating travel arrangements.
Handling confidential material, including exercising discretion when responding to inquiries.

Coordination, Logistics Support, and Visitor Relations -20%:

Assist with corporate office logistics, greeting and hosting visitors, creating a welcoming environment throughout the duration of a visitor's stay.

Office Management, Vendor Management, and Operational Support -20%:

Assist with corporate office logistics, such as ordering supplies, managing vendor relationships (Staples, Culligan, Shred-it), mail (incoming and outgoing), including receiving, sorting, and distributing daily mail and deliveries.
Coordinate facilities requests – call contractors, oversee cleaning company vendor relationship.

Documentation and Reporting - 10%:

Prepare, organize, and maintain corporate documents, reports, and presentations.
Ensure accuracy and accessibility of records in compliance with company policies and confidentiality standards.

Communication Coordination - 10%:

Manage corporate email correspondence, respond to inquiries from internal teams and external partners, and facilitate clear, professional communication aligned with a warm and authentic tone.

Ellie was proudly founded by clinicians on the principle of destigmatizing mental health. The mental health industry is full of barriers, and we have made it our goal to fill the gap and find innovative ways to break down these barriers for our local communities. We are excited to expand across the country by partnering with local leaders in your community.

Ellie Mental Health is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Flexible work from home options available.