What are the responsibilities and job description for the Executive Assistant position at Galloway Ridge, Inc.?
Description
Join our team! Galloway Ridge is an upscale continuing care retirement community located between Chapel Hill and Pittsboro in Chatham County, NC. This position is one that requires multitasking, fast-paced critical thinking, and being caring and personable with all residents, family members, and staff. The successful candidate will be passionate about the level of hospitality and services we provide. This role requires the successful candidate to be a problem solver as well as a self-starter in addressing resident concerns and feedback. The Executive Assistant will provide executive administrative support for our Senior Director of Resident Experience. Flexibility, a sense of urgency, attention to detail, and the ability to manage information at the highest level of confidentiality are critical success factors for this position. This executive assistant position requires high-level administrative expertise and a deep understanding of marketing processes with a willingness to pitch in and do what is needed in a dynamic and fast-paced environment while upholding the highest standards of hospitality.
Responsibilities include, but are not limited to:
- Manage day-to-day schedules in such a way that the Senior Director can complete their obligations in an organized, efficient way.
- Proactively manage calendar priorities based on internal and external meetings.
- Identifies priority communications, immediately alerting the Senior Director as necessary.
- Processes and organizes a high volume of internal and external communication which includes mail, email, and voicemail.
- Manages email by drafting responses on the Senior Director’s behalf, clearing out unnecessary messages, and distributing them to other team members as necessary.
- Creates processes to increase efficiency.
- Offer suggestions to management for more efficient methods to produce required work and communications.
- Responsible for WeCare Connect data, follow-up, dashboard presentation, etc.
- Prepare reports, collect and analyze information, and prepare presentations.
- Conducts research, compiles data, and prepares drafts for consideration by the Senior Director.
- Prepare monthly check requests for Senior Director and direct reports.
- Substitute for other administrative staff for absences or vacation fill-in and all other appropriate duties and responsibilities as requested with a focus on enhancing the resident experience.
Requirements
- Minimum of 5 years of executive assistant experience.
- Bachelor’s degree in Communications, Marketing, Business Administration, or a related field preferred.
- English is preferred.
- Skillful execution of administrative activities, with high attention to detail, organization, and process.
- Strong teamwork skills and a confident ability to offer suggestions and improvements to process and work collaboratively with others.
- Strong relationship management skills and the ability to build a personal network throughout the organization.
- Project coordination experience needed at an intermediate complexity.
- Strong oral and written communication. Ability to communicate clearly and effectively with a diversity of constituents.
- Strong proficiency in Google Suite, Microsoft Office, Trello, Canva, and Salesforce.
- Experience with budgets, executive meeting requirements, project timelines, and short/long-term calendar events requiring tracking and reporting, often with multiple departments.
- Demonstrated problem-solving ability. Open to new ideas and methods of problem-solving.
Additional Desired Skills/Traits
- Customer-centric orientation.
- Agility and flexibility in response to changing priorities and needs. Quick learner.
- Proven ability to manage projects, work under pressure and consistently make deadlines.
- Demonstrate ability and willingness to continuously acquire new competencies and accept new challenges.
- Possess a natural ability and curiosity to comprehend the culture of Galloway Ridge.
- Have the ability to handle confidential material with the utmost discretion.
- Ensure communications are clear, thorough, and specific, with attention to follow-through
