Site Coordinator​/Administrative Assistant

Position: Site Coordinator / Administrative Assistant
About Us

At Gifthealth, we're revolutionizing the way people experience healthcare by simplifying the process of managing prescriptions and health services. Our mission is to provide a seamless, personalized, and efficient healthcare experience for all our customers. We're a dynamic, innovative, and customer-centric company dedicated to making a positive impact on people's lives.

Position Summary

Gifthealth is looking for an organized, proactive, and people-oriented Site Coordinator / Administrative Assistant to serve as the operational hub of our Rich St. location while providing direct administrative support to the Executive Leadership Team (ELT). This is an equally split role: half your time anchors the day-to-day rhythm of the site, and half amplifies the productivity and effectiveness of senior leadership.

The ideal candidate thrives in a fast-moving environment, takes pride in the details, and brings genuine energy to both keeping a physical space running smoothly and helping busy executives focus on what matters most.

Key Responsibilities

Site Coordination Responsibilities

As the on-site presence at Rich St., you will own the operational experience of the location for staff, visitors, and partners.

• Facility management:
  Serve as the primary point of contact for building management, vendors, and service providers. Coordinate maintenance, repairs, and facility-related requests to keep the space running without interruption.
• Office operations:
  Manage supplies inventory, equipment, and common areas. Ensure the site is stocked, organized, and ready for the day.
• Visitor and guest experience:
  Greet visitors, manage check-in processes, and ensure a professional and welcoming environment consistent with the Gifthealth brand.
• Event and meeting logistics:
  Coordinate on-site meetings, team events, and any catering or A/V needs. Manage room scheduling and setup.
• Safety and compliance:
  Support workplace safety protocols and maintain awareness of building access, emergency procedures, and compliance requirements.
• Cross-functional coordination:
  Serve as a liaison between the Rich St. team and internal departments, surfacing site needs and communicating relevant updates.
• Front Office & Facilities Coordination

Administrative Support Responsibilities

As an extension of the ELT, you will handle administrative tasks that protect leadership's time and keep priorities moving forward.

• Calendar management:
  Schedule and maintain calendars for ELT members, coordinating across time zones and adjusting in real time as priorities shift.
• Meeting facilitation:
  Prepare agendas, coordinate logistics, take notes, and track follow-up items from leadership meetings and working sessions.
• Travel coordination:
  Arrange domestic travel for ELT, including flights, hotels, ground transportation, and itineraries.
• Correspondence and communications:
  Draft and manage professional communications on behalf of ELT members. Screen and route email and messages appropriately.
• Document preparation:
  Prepare and proof materials including agendas, briefing documents, reports, and presentations.
• Expense reporting:
  Track and submit expense reports for supported executives accurately and on time.
• Project and initiative tracking:
  Monitor status of high-priority items, surface roadblocks to leadership, and ensure deadlines are met.

Qualifications

• Experience:
  
  3+ years in office management, operations coordination, executive assistance, or a comparable role supporting multiple priorities.
• Technical proficiency:
  Expert in Google Workspace (Gmail, Calendar, Drive, Docs, Sheets). Comfortable with Slack, Zoom, and project management tools.
• Communication:
  Strong written and verbal skills. Capable of drafting crisp, professional correspondence.
• Judgment and discretion:
  Proven ability to handle sensitive information and represent leadership with integrity.
• Physical requirements:
  
  Ability to perform light facility tasks (moving supplies, setting up rooms, greeting vendors on-site).

Work Environment

• Location:
  On-site
• Schedule:
  Full-time
• Primarily on-site at Rich St. to support facility and team operations.
• Requires availability during core business hours with flexibility for occasional urgent requests.

Key Essential Functions

• extended periods of time while supporting front desk and office operations.
• Must be able to lift and carry up to 25 pounds occasionally, including office supplies, packages, and deliveries.
• Must be able to perform repetitive motions throughout the workday, including typing, reaching, bending, filing, scanning, and operating office equipment.
• Must be able to work onsite for all scheduled shifts and maintain consistent front desk coverage during business hours.
• Must be able to communicate clearly, professionally, and effectively with employees, visitors, vendors, and external partners in both written and verbal formats.
• Must be able to multitask and manage interruptions in a fast-paced office environment while maintaining professionalism and attention to detail.
• Must be able to operate standard…