What are the responsibilities and job description for the Executive Support Specialist position at White Pine, Comforts of Home & Gracewood Senior Living?
Position Description:
Executive Support Specialist
Looking for a change? Want to spread your wings and fly? Do you recognize and want to utilize your full potential?
I’m looking for a strong person to not only help me with the day-to-day tasks but also take initiative for other projects that come up. Someone who is a self-starter and goes above and beyond any job description. Someone who is a problem solver and takes pride in their work.
Are you eager to collaborate and contribute to team goals and achievements? Work in an environment that prioritizes excellent communication, adaptability and a support team atmosphere?
I’d love to hear from you. Here is the job description, but remember, a job description is just a guideline. I’d like to see you take it to the next level.
I’d prefer to have someone with QuickBooks experience, but I started out not knowing Quickbooks, and for the last 22 years I still learn something new all the time.
You love to grow and see what you’re capable of? We’ll then I’m looking for you.
We prioritize the value you bring to the team, not the title of your position.
I’m very much looking forward to meeting you!
POSITION TITLE: Executive Support Specialist
REPORTS TO: President
CLASSIFICATION: Exempt (Full Time)
Salary: 70,000
REVISED: March 2025
Summary:
The Executive Support Specialist is responsible for providing support for the President/Controller ensuring all financials are correct and kept up to date. This role also provides back-up support to a variety of roles in the main office.
Primary Duties:
Accounting Responsibilities:
• Prepare and present accurate financial statements, including balance sheets, income statements and cash flow statements to senior management, Bankers, CPAs and Auditors.
• Prepare and maintain monthly budgets for distribution to House Managers/Assisted Living Directors.
• Prepare and maintain monthly Cash on Hand report for distribution to the President.
• Prepare and maintain monthly maintenance budgets for distribution to the President.
• Prepare and maintain quarterly Private Pay v Medicaid Report for distribution to the President and CEO.
• Maintain the QuickBooks files for Olive Grove Hospice ensuring accurate billing and up to date payments.
• Assist in preparing and managing budgets, monitoring expenditures and identifying cost-saving opportunities.
• Support the controller in financial tasks such as budgeting, forecasting and financial reporting.
• Assist in coordinating special projects and initiatives.
• Handle sensitive information with discretion and maintain confidentiality at all times.
Other Responsibilities:
• Work directly with the IT Provider on all IT related matters, including setting up and maintaining emails, monthly meetings on special projects, budgeting and work request approvals.
• Prepare and maintain monthly Rent Rolls for distribution to House Managers/Assisted Living Directors.
• Prepare and maintain Garage/Storage units invoicing and monthly leases.
• Provide backup support to the phones, payroll and accounts payable, and accounts receivable, as needed.
• Perform other duties and assist with other company department projects, as requested.
Qualifications:
• High School Diploma or equivalent
• 2-4 years’ accounting or related bookkeeping experience
• Ability to work independently
• Proficient in Microsoft Office applications (Word, Excel, Outlook)
• Proficient in QuickBooks
• Demonstrated accuracy and attention to detail
• Strong verbal and written communication ability
• Basic understanding of financial P&L and balance sheets
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