Operational Excellence Administrator

Job Description

Job Description

Salary: Starting at $40,000 + DOE

Operational Excellence Administrator

Location: Grand Rapids, MI (Hybrid)

Reports to: HR Director

Type: Non-Exempt

About Us

We're a fast-growing online mental healthcare organization on a mission to expand access to behavioral healthcare through innovative digital solutions. We operate at the intersection of healthcare and AI, valuing precision, speed, and meaningful impact. We're a lean, collaborative team focused on building scalable systems to support both patients and providers.

Role Overview

We're seeking a sharp, highly organized professional to serve as our organization's Operational Excellence Administrator. This position is crucial for maintaining the smooth operation of our Grandville, Michigan office while providing targeted administrative support. You'll be the go-to person for all office-related needs and a key player in ensuring our team and executives have the support they need to be effective. This is a hybrid-only role, requiring an in-person presence in our Grand Rapids office several days per week.

Key Responsibilities

General Administrative Support

• Manage assigned calendars, prioritizing high-priority meetings and appointments. Handle meeting logistics: agendas, travel, pre-reads, and follow-ups.
• Draft and refine company-wide communications (memos, summaries, emails) using AI tools for efficiency.
• Oversee office space: manage vendors, stock supplies, and ensure an organized, welcoming, and functional environment.

People Compliance

• Assists with program and policy administration, ensuring compliance. Manages data entry and records, supports compliant AI tool integration.
• Manages candidate and new-hire data, including onboarding logistics, paperwork, and benefits enrollment.
• Assist with employee benefits data entry and management, acting as a contact for employee inquiries as needed.
• Contribute to a positive company culture by assisting with initiatives and events that promote team well-being and collaboration.

• Other job duties, as assigned to support the overall operational needs of the organization.

Qualifications

• 3+ years of experience in an administrative, office management, or executive support role required.
• Familiarity with office management software and proficiency in Google Workspace, Slack, and Zoom required.
• Working knowledge of AI productivity tools (e.g., ChatGPT, Gemini) is a plus.
• Ability to navigate complex work environments is a plus.

Required Skills

• Exceptional written and verbal communication skills are essential for professional interaction with colleagues, executives, and external partners.
• The ability to manage multiple priorities and complex schedules with meticulous attention to detail and outstanding organizational skills is required.
• Proven experience in handling time-sensitive and confidential information with the utmost discretion.
• A proactive and resourceful mindset, with the ability to anticipate needs and work independently.
• Ability to sit for extended periods and lift a maximum of 50 lbs as needed.

We are not currently accepting unsolicited referrals or submissions from recruiting or staffing agencies at this time. Only direct applicants will be considered for this position.