Executive Assistant & Office Coordinator

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Omaha, NE, US

3 days ago Requisition

At Real Radiology we are on a mission to improve patient outcomes by ensuring our clients and radiologists have the tools, resources, and support they need to succeed. We are a physician-owned teleradiology company that is committed to seamless operations, innovative technology, and exceptional services.

Be part of a team that is transforming healthcare through meaningful impact. Here, collaboration, passion, and adaptability drive everything we do!

The Executive Assistant & Office Coordinator provides administrative and scheduling support to executive leadership and coordinates day-to-day office logistics, employee experience activities, and facility needs. This role executes established programs, processes, and procedures set by leadership and HR and serves as a helpful, professional point of contact for employees, visitors, and vendors. The position requires strong organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.

• Manage executive calendars, scheduling, and meeting logistics according to established preferences and guidelines.
• Book and coordinate travel arrangements, including itineraries, accommodations, and expense report preparation.
• Prepare meeting materials, presentations, agendas, and supporting documentation as directed.
• Route executive correspondence and track follow-up action items.
• Take notes during meetings and track deadlines for assigned projects.
• Maintain confidentiality of sensitive business and personnel information.
• Serve as a point of contact between executives and employees, customers, vendors, and business partners.

Employee Experience & Internal Communications

• Coordinate logistics for employee events, celebrations, recognition activities, and volunteer events.
• Draft and distribute internal announcements and employee updates as directed by leadership or HR.
• Serve as a welcoming first point of contact for employees and visitors.

Office Administration & Facilities

• Order and stock office supplies and equipment; track inventory and reorder as needed.
• Log and route office maintenance and facility requests to the appropriate vendor or building contact.
• Keep conference rooms and common areas organized, stocked, and presentable.
• Receive and distribute mail, packages, and deliveries.
• Maintain visitor logs and support day-to-day access control procedures.
• Assist with logistics for office moves and workstation setup.

Meeting & Event Coordination

• Reserve rooms and coordinate catering, supplies, and logistics for meetings and events.
• Support off-site meetings, company events, and employee appreciation activities under the direction of leadership.

• Strong organizational and time-management skills.
• Attention to detail and reliable follow-through.
• Ability to handle confidential information with discretion.
• Strong written and verbal communication skills.
• Customer-service orientation and relationship-building skills.
• Proficiency in Microsoft Office (Outlook, Word, PowerPoint, Excel).
• Ability to manage multiple priorities and adapt to changing needs.

Preferred Qualifications

• Bachelor's degree in Business Administration, Human Resources, Communications, or related field, or equivalent experience.
• 1-3 years of executive assistant, office management, or administrative support experience.
• Experience supporting senior leaders or executive teams.
• Previous experience with Microsoft 365, SharePoint, and expense management systems preferred.
• Comprehensive benefits package, including retirement and profit sharing
• Paid time off and flexibility to support your personal life
• Fuel for your day with company sponsored lunches & snacks