Office Admin

📋 Description

• • Be the operational heartbeat of Silna Health, a fast-growing NYC-based health-tech company that is redefining how specialty providers financially clear patients for care. In this remote, part-time Office Admin role you will orchestrate the behind-the-scenes magic that keeps our distributed team laser-focused on our mission.
• • Own the day-to-day administrative engine: manage shared calendars for 20+ team members across four time zones, triage and respond to high-volume inboxes (support@, careers@, vendors@), and maintain our cloud filing system so every contract, SOP, and credentialing document is one click away.
• • Serve as the primary point of contact for candidates, vendors, and partners—writing warm, on-brand emails that turn first impressions into lasting relationships. You will schedule, reschedule, and confirm interviews, ensuring every candidate feels valued and every hiring manager is prepared.
• • Proactively monitor office and operational supply levels—from HIPAA-compliant shredding bins to ergonomic desk kits for new hires—placing orders, tracking deliveries, and negotiating with vendors to keep costs down and closets stocked.
• • Build and continuously refine lightweight, scalable processes: create color-coded calendar tags, set up automated Slack reminders for recurring tasks, and design Airtable trackers that give leadership real-time visibility into candidate pipelines and vendor spend.
• • Plan and execute quarterly virtual team events (think trivia nights, wellness challenges, and guest-speaker lunches) plus occasional in-person meetups in NYC, handling everything from budget to swag to dietary restrictions.
• • Troubleshoot Tier-1 tech hiccups—resetting Zoom webinars, resolving G-Suite permission errors, or guiding a teammate through 2-factor authentication—escalating only when issues require engineering or security review.
• • Maintain strict confidentiality when handling PHI, financial data, and sensitive candidate information, following HIPAA and SOC-2 protocols without exception.
• • Work independently for 10–15 hours each week, Monday–Friday, prioritizing tasks with minimal oversight while flagging urgent items to the Head of Operations. Your time will flex with our sprint cycles—lighter during planning weeks, heavier during product launches.
• • Contribute to a culture of operational excellence by documenting every new process in Notion, running retros after each event, and celebrating small wins that compound into big impact for thousands of patients awaiting specialty care.