Executive Assistant

JOB SUMMARY:

The Executive Assistant provides support and is responsible for various clerical functions, such as report preparation, contract management, policy and procedure management, and organizing standing committee meetings, as well as Board meetings. The Executive Assistant prepares correspondence and various documents to communicate with the residents and staff.

ESSENTIAL JOB DUTIES:

The following duties are normal for this position. This list is not to be construed as exclusive or all inclusive. Other duties may be required and assigned.

• Serves as administrative support to the Executive Director and Senior Leadership Staff.
• Maintains an accurate calendar for the Executive Director and Department Directors as requested.
• Responsible for any correspondence as required by the Executive Director or Associate Executive Director.
• Sorts and routes Executive Director's mail. Answers routine mail and returns telephone calls.
• Prepares and types meeting notices, agendas, minutes, and statistical information.
• Assists Executive Director with OIR requirements.
• Assists in preparing Executive Director Report for Board of Director meetings.
• Responsible for taking minutes to attend all meetings, staff meetings and other meetings as assigned.
• Maintains corporate Board of Director files and provides administrative services as necessary to Board members.
• Compiles, prepare and distribute departmental reports, memos, minutes, of various meetings between management and residents.
• Compiles, maintains, and distributes various master lists and systems, resident listings, and resident directories.
• Maintains resident business files, updating, organizing, and filing correspondence, documents, and their pertinent forms, verifying completeness, storage and retrieval.
• Attends resident Communications Committee and provides appropriate feedback to management and community residents and families to ensure adequate communication throughout the community.
• Maintain notary certification to notarize legal documents.
• Maintains copies of all business licenses and certifications in accordance with all regulatory agencies.
• Manages and maintains Contract Management Books containing copies of all contracts and required licenses and insurance verifications to meet corporate compliance policies.
• Manages policy and procedure library and supports other managers with policy and procedure development.
• Maintains Comprehensive Emergency Management Plan, Hurricane PowerPoint presentation, and all clerical functions to ensure appropriate communications to residents, families, and staff during emergencies.
• Oversees the ordering and distribution of all office supplies, paper supplies, copy machine supplies, printed forms, etc.
• Assists receptionists with the front desk, as necessary.
• Assists with welcoming visitors and/or residents, answer questions, handles inquiries and refers to proper departments.
• Assists with reservations for guest suites when needed.
• Manages MOD calendar.
• Performs other duties as required.

QUALIFICATIONS:

• High School graduate. Bachelor’s degree preferred.
• Two years of general office management experience required, supervisory experience preferred but not required.
• Excellent written and verbal communication skills
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
• Proficiency with office productivity tools and an aptitude for learning new software and systems
• Flexible team player, willing to adapt to changes and unafraid of challenges
• Ability to maintain confidentiality of information related to the company and its employees

If you are a dedicated professional looking for an opportunity to contribute to a dynamic team while supporting executive leadership, we encourage you to apply for this exciting position.

Job Type: Full-time

Pay: $55,000.00 - $60,000.00 per year

Schedule:

• 8 hour shift

Application Question(s):

• Please provide your salary expectations range:

Work Location: In person

Salary : $55,000 - $60,000