Executive Assistant

Tree of Life Personal Care Home is looking to add and Executive Assistant to their team.

Position Summary

This position is responsible for providing high-level administrative support to help ensure we have effective and efficient processes allowing all staff to deliver high quality care and excellent resident experience. The ideal candidate is an individual with an eye for process improvement and enjoys balancing multiple priorities in a fast-paced environment.

Essential Functions
 

• Answers phones and directs all incoming calls to the appropriate party promptly and efficiently.
• Prioritizes and manages multiple projects simultaneously and follows through on issues in a timely manner.
• Interact with staff at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality.
• Processes incoming and outgoing mail. Maintains confidentiality of mail addressed to the president
• Records and distributes minutes and other relevant information to appropriate participants in a timely manner.
• Uses sound judgment and knowledge of Tree of Life Personal Care Home, LLC and its policies and procedures to respond to questions, requests, or needs.
• Organize any communication tools (emails, flyers, slide decks, etc.)
• Under the direction of the VP of Operations, maintain a professional and well-organized filing system for company records both paper and electronic.
• Composes and sends various types of internal and external paper and electronic communications with the highest level of accuracy and professionalism; edits and/or processes correspondence, records, and forms as requested.

• Plan, coordinate and help implement decoration of the facility for special events, seasons, and holidays.
• Assist with planning and implementing marketing events that promote the facility to potential Residents.
• Participate in larger event planning with the VP of Operations.
• Ensure events are successful and cost-effective, paying attention to budget and time constraints.
• Manage and coordinate training schedules for all staff.
• Assist the VP of Operations in maintaining effective workflow in the office.
• Greet and communicate with staff, Residents, visitors, and vendors.
• Courier between the buildings for pickups, mail, food orders, supplies, etc.

The above requirements are representative of minimum knowledge, skills, and abilities. To perform this job successfully, the individual will possess the ability and aptitude to perform each duty proficiently.

Educational and Other Requirements

1. High school diploma or equivalent with 5 years’ experience with administrative support.
2. Two years of experience in a health care setting preferred.
3. Associate degree in business administration preferred.
4. Knowledge of basic bookkeeping principles and office management systems and procedures.
5. Demonstrates proficiency in core MS Office applications, including Word, Excel, PowerPoint, and Outlook.
6. Excellent calendar management skills, highly motivated and organized.
7. Ability to work independently.
8. Experience and interest in working with older adults.
9. Experience in volunteering.
10. An intermediate level of experience with productivity tools, such as Microsoft Office Suite.
11. Highly organized and able to create an organized and easy-to-follow system for others.
12. Ability to handle multiple tasks and duties simultaneously.
13. Independently motivated, with the ability to take on tasks and duties without immediate direction.
14. Strong communication skills both written and verbal.

Physical Requirements
 
The physical requirements represent those that an associate must meet to perform this job’s essential functions successfully. Reasonable accommodation for individuals with disabilities to perform the essential functions may be available.
 
While performing the essential functions, the associate is sitting, talking, and hearing most of the time while frequently feeling, using repetitive motion and use of manual dexterity and occasionally
standing, walking, lifting, carrying, pushing, and reaching.
 
The associate may be exposed to temperature changes and moderate noise. The associate must have the ability to exert force with little physical effort and for light work.

Other information to consider:

• The job description is only a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties.  The responsibilities, tasks, and duties of the jobholder might differ from those outlined in the job description and other duties as assigned might be part of the job. 
• This job description does not constitute an employment contract; the employment relationship between Tree of Life Personal Care Home, LLC and the employee is an at-will relationship.
• This position is considered a safety sensitive position, which means the employee’s job performance can affect the safety of the employee and others. Job performance under the influence of alcohol or drugs could lead to physical injury or death to the employee, other employees, or members of the public at large.  Therefore, employee must be able to perform the job responsibilities without causing a threat to co-workers, to the workplace, or to the public at large. 
• OAPSA required FBI Fingerprints, National Sex Offender Registry, PA State Criminal History, PA Child Abuse and Physical assessment are required prior to hire and required every five years. Physical assessments will be required every two years.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, ethnicity, disability, religion, national origin, gender, gender identity, gender expression, marital status, sexual orientation, age, protected veteran status, or any other characteristic protected by law.
 

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