Executive Administrative Assistant

Reports To: Director of Operations

Employment Status: Full-Time, Onsite

Overview

The Executive Assistant at a cemetery provides high-level administrative support to the executive team. This role is essential for maintaining efficient operations, coordinating schedules, handling sensitive communication, and supporting the executive team in carrying out the cemetery’s mission and objectives. The role requires strong organizational skills, discretion, and the ability to handle emotionally sensitive matters with professionalism and compassion.

Key Responsibilities

Administrative Support

• Manage executive schedules, including meetings, appointments, and travel arrangements.
• Prepare and organize meeting materials, presentations, and reports for executive review.
• Handle correspondence on behalf of executives, drafting emails, letters, and documents as required.
  
  

Coordination of Cemetery Events and Services

• Assist in planning and coordinating cemetery events, such as memorial services, community gatherings, and outreach events.
• Coordinate logistics for meetings and appointments with families, vendors, and community organizations.
• Ensure all event details align with the cemetery’s values and standards for respect and professionalism.
  
  

Document and Records Management

• Maintain accurate and confidential records
• Assist with filing, data entry, and document retrieval as necessary, ensuring compliance with policies and regulations.
  
  

Operational and Financial Support

• Assist with budget tracking, invoicing, and basic financial record-keeping as needed.
• Coordinate with vendors and suppliers
• Monitor office supplies and manage orders to ensure the smooth operation of daily activities.
  
  

Special Projects and Executive Initiatives

• Support executives with special projects, including community outreach programs, strategic planning initiatives, and operational improvements.
• Conduct research, compile data, and prepare reports to support decision-making processes.
• Act as a liaison between the executive team and other departments, ensuring smooth communication and collaboration.
• Other duties as assigned by Director of Operations
  
  

Qualifications

Education: Associate’s degree in business administration, management, or a related field is preferred; relevant experience can substitute for formal education.

Experience: 3-5 years of administrative experience, preferably supporting executives or in a customer service-oriented setting.

Skills

• Strong organizational and time management abilities.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and familiarity with scheduling is a must
• Excellent written and verbal communication skills.
• High level of discretion and sensitivity in handling confidential information.
• Compassionate and professional approach
  
  

Work Environment

• Office-based with potential for site visits on the cemetery grounds as needed.
• Requires flexibility, as some responsibilities may involve occasional weekends or evenings for events or community gatherings.
  
  

Benefits

Healthcare: Medical, dental, and vision insurance for full-time employees

Paid Time Off: Vacation, sick leave, personal leave and select holiday paid days off

Retirement: 401(k) matching for full-time employees after 6 months of full-time employment

Life Insurance: $25,000 for full-time employees at no cost to employees

Employee Loan Program: O% interest loan up to $1500

Medical Reimbursement: up to $1700 per year

Employee Discounts: On select service and merchandise for employees and eligible family members

Holiday Bonuses: (If budget allows)

Phone & Mileage Reimbursement

Additional Benefits: May include employee assistance programs, mental health resources, and professional development opportunities.

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