Executive Office Manager

About Us 

Activated Insights, a SaaS leader in long-term and post-acute care, has opened an Executive Office Manager position to support our Tampa office, CEO, and Executive Leadership Team.  

Founded in 2008, Activated Insights is a software company serving North America’s fastest-growing labor market—long-term and post-acute senior care. As the market leader, our technology, surveys, and training solutions are used by everything from mom-and-pop small businesses to billion-dollar care organizations. Ultimately, our services impact the lives of hundreds of thousands of seniors every year. Today, with over 250 team members, over 7,000 customers that extend into over 23,000 sites of care, our products focus on employee engagement, ongoing education, resident and patient satisfaction surveys, and reputation management tools.  

What Sets Activated Insights Apart:  

1. We are at the heart of the healthcare industry's most dynamic sector, with an ever-growing demand for post-acute care and long-term care to address the fastest growing segment of the US population. 

1. Our bond with healthcare providers draws compassionate, service-driven team members, fostering a spirited, collaborative culture aligned on our mission to deliver exceptional experiences for our employees, our customers and the people in their care. 

1. A high performing executive leadership team with success in both public and PE companies, primarily in high-growth companies focused on the long term and post-acute care market.  

1. Backed by a private investment firm with 40+ years of experience forging lasting partnerships across the healthcare industry. 

Why Is This Role So Special? 

The Executive Office Manager provides top-tier administrative support to the CEO and other members of the Executive Leadership Team while ensuring smooth day-to-day office operations. This role combines executive assistant responsibilities with office management, helping to maintain an organized, professional, and productive workplace. The ideal candidate will be a strong communicator, problem-solver, and brand ambassador for the leadership team and office. 

Key Responsibilities: 

Executive Support: 

• Provide direct administrative support to the CEO and executive leaders (e.g., CFO, CTO) 

• Manage complex calendars, schedule meetings, and coordinate travel and logistics. 

• Draft and edit correspondence, reports, and presentations for executives. 

• Ensure timely follow-up on action items and commitments made by executives. 

• Exercise discretion and maintain confidentiality in all aspects of work, including sensitive company matters. 

• Anticipate needs and proactively take tasks off leadership’s plates to maximize their time and focus. 

Culture & Office Management 

• Oversee daily office operations to ensure a clean, well-stocked, and welcoming work environment. 

• Plan and coordinate company meetings, in-office events, and team activities that build culture. 

• Assist in onboarding new hires, preparing workspaces, and creating executive welcome packages. 

• Serve as the main point of contact for building maintenance, security, and office vendors. 

Experience and Qualifications: 

Required: 

• 3+ years of experience in executive support, office management, or similar roles. 

• Exceptional organizational skills, with the ability to manage multiple priorities at once. 

• High level of attention to detail and follow-through. 

• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Outlook) and collaboration tools (Teams). 

• Ability to handle confidential information with discretion and professionalism. 

• Positive, proactive attitude and ability to work independently and problem-solve. 

• Strong interpersonal skills with the ability to build and maintain relationships across all levels of the organization. 

Preferred: 

• Experience supporting C-level executives. 

• Prior experience coordinating facilities or office operations for a multi-person team.