Executive Assistant

Position Overview: The Executive Assistant is a pivotal role within our organization, designed to enhance executive leadership's effectiveness by providing information management support and representing the executive to others. This role directly reports to the COO but also receives delegated tasks from Area Directors, the CEO, and the Owner. The Executive Assistant will be deeply involved in the operational dynamics of the organization, playing a critical role in managing both residential and outpatient operations, handling critical incident report follow-ups, and overseeing the coordination of essential operational tasks.

Key Responsibilities:

• Delegation Handling: Receive and manage tasks delegated by Area Directors, the CEO, and the Owner, ensuring efficient prioritization and execution of these tasks.
• Critical Incident Report Follow-Up: Coordinate with Area Directors to follow up on critical incident reports, ensuring all issues are addressed promptly and effectively, and compliance with all regulatory requirements.
• Operational Task Management: Oversee key management tasks for residential and outpatient operations, including the coordination of cleaning schedules, supply procurement, and responses to HOA inquiries.
• Scheduling and Planning: Manage scheduling for executive operational tasks, ensuring that all activities are aligned and optimized for efficiency. Assist in planning and executing operational strategies and initiatives.
• Interdepartmental Coordination: Work closely with other departments to facilitate the completion of cross-departmental tasks, enhancing communication and collaboration across the organization.
• Documentation and Reporting: Prepare and edit correspondence, communications, presentations, and other documents on behalf of the COO. Manage and maintain executive files and other records.
• Event and Meeting Coordination: Organize and coordinate executive meetings and events, including setting up facilities and technology, preparing agendas, taking notes, and providing follow-up notes and actions.
• Assist in annual and ad hoc licensing's audits, as well as internal auditing of company processes to ensure compliance.

Qualifications:

• Bachelor’s degree in Business Administration, Management, or a related field preferred.
• Proven experience as an Executive Assistant, preferably within a healthcare or related sector.
• Excellent organizational skills and the ability to handle multiple tasks simultaneously with high attention to detail.
• Strong communication skills, both written and verbal, and the ability to effectively interface with senior management, staff, and external stakeholders.
• High level of discretion and confidentiality.
• Proficient in Microsoft Office Suite, Google Workspace, ChatGPT and familiar with scheduling and communication tools.
• Proficient in developing professional documents from inception, including agendas, policy manuals, executive memos, standard operating procedures (SOPs), training materials, and more.
• Ability to work in a fast paced environment and to complete tasks in a timely manner with attention to urgency.

Working Conditions:

• Office environment, typically Monday through Friday, with the necessity for flexibility to accommodate early mornings, evenings, and weekends when necessary.
• May involve travel to different company locations and facilities as required for operational needs.

Conclusion: This role is crucial for a highly organized, dynamic, and proactive individual who thrives in a fast-paced environment and is committed to supporting executive leadership in driving operational excellence. The Executive Assistant to the Executive Team will ensure the smooth operation of the organization’s administrative functions and contribute significantly to the management and execution of operational strategies.

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

Salary : $18 - $20