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Executive Workplace Specialist

Executive Workplace Specialist

NotableSan Mateo, CA, US
30+ days ago
Job type
  • Full-time
Job description

Executive Workplace Specialist

Notable is the leading intelligent automation company for healthcare. Customers use Notable to drive patient acquisition, retention, and reimbursement, scaling growth without hiring more staff. We don't just make software.

We are on a mission to fix the broken U.S. healthcare system by helping to eliminate the massive administrative burden that is placed on our nation's healthcare staff. We hire people from diverse backgrounds and are always looking for employees who bring fresh ideas to our space. Passion is paramount, and at Notable, you will get to work with other talented people who aim to set a new standard for innovation in healthcare.

Role Summary : We are seeking a versatile Executive Workplace Specialist to provide administrative support to our executive team while taking ownership of our workplace operations and facilities management. The ideal candidate thrives in a dynamic environment, demonstrates strong organizational abilities, and enjoys creating exceptional workplace experiences for our team. This role combines executive support with comprehensive workplace management, requiring someone who can balance multiple priorities while maintaining professionalism and attention to detail.

Key Responsibilities :

Executive Support

  • Provide administrative support to select executives, managing calendars and basic scheduling needs
  • Handle routine correspondence and communication coordination
  • Assist with travel arrangements and itinerary preparation
  • Support meeting preparation and basic document formatting
  • Process expense reports and handle routine administrative tasks

Workplace & Facilities Management

  • Oversee daily office operations and ensure a professional, welcoming work environment
  • Manage office supplies, inventory, and vendor relationships
  • Coordinate office maintenance, repairs, and service requests
  • Plan and execute office moves, renovations, or space reconfigurations
  • Manage office safety protocols and emergency procedures
  • Oversee office security systems and access management
  • Coordinate with building management and landlords
  • Manage office equipment, technology setup, and IT support coordination
  • Maintain office common areas, kitchen facilities, and meeting rooms

    • Event & Employee Experience

  • Plan and execute company events, meetings, and team-building activities
  • Coordinate catering for meetings and special events
  • Support employee onboarding with workspace setup and orientation
  • Manage visitor experience and office tours
  • Coordinate holiday parties, celebrations, and company gatherings
  • Support offsite events and venue coordination

    • Operational Support

  • Assist with special projects related to workplace operations
  • Support HR initiatives related to workplace policies and procedures
  • Coordinate with external vendors for office services (cleaning, catering, maintenance)
  • Maintain office budget tracking for facilities and supplies
  • Support compliance with health and safety regulations
  • Assist with office space planning and utilization optimization

    • Required Qualifications :

  • 5+ years of experience in administrative support, office management, or facilities coordination
  • Strong organizational skills with ability to manage multiple priorities
  • Proficiency in Google Workspace and basic office software
  • Excellent written and verbal communication skills
  • Customer service mindset with attention to detail
  • Experience with vendor management and basic project coordination

    • What We're Looking For :

  • Positive attitude and proactive approach to problem-solving
  • Strong interpersonal skills and professional demeanor
  • Ability to maintain confidentiality and exercise good judgment
  • Flexibility to adapt to changing priorities and deadlines
  • Hands-on approach to workplace management
  • Ability to work independently and take initiative
  • Occasional early morning, evening, or weekend availability for events
  • Full-time in-office presence required
  • Occasional travel for offsite events or office support

    • Beware of job scam fraudsters! Our recruiters use @notablehealth.com email addresses exclusively. We do not conduct interviews via text or instant message and we do not ask candidates to download software other than Zoom, to purchase equipment through us, or to provide sensitive personally identifiable information such as bank account or social security numbers. If you have been contacted by someone claiming to be me from a different domain about a job offer, please report it as potential job fraud to law enforcement and contact us here.

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    Workplace Specialist • San Mateo, CA, US