Executive Assistant

Atterdag Village of Solvang is a Continuing Care Retirement Community, offering our residents independent, assisted living, memory care and skilled nursing care. Our Skilled Nursing staff are a team oriented group, working together to provide the highest quality of care to our residents, proving that we are People Who Care.

Executive Assistant

Requirements:

• Must pass state required physical, and TB test.
• Must be fingerprinted and free of conviction.
• Previous Board Liaison experience and three years of providing administrative and operational support at the senior executive level, maintaining calendars.
• Excellent technical skills, including minute-taking, and computer software skills.
• Confident written communication, with polished professional writing, and the ability to proof-read and craft organization documents.
• Excellent verbal communications skills.
• Strong emotional intelligence, including the ability to build trust and rapport in relationships with those from diverse backgrounds, be fully accountable for the impact of actions on others, and listen respectfully.
• Superb customer service skills and attitude.
• Attention to detail, ability to juggle multiple competing priorities.
• Ability to foresee potential problems and plan contingencies accordingly.
• Ability to maintain and protect sensitive and confidential information.
• Must be able to safely perform essential job functions with or without reasonable accommodation.

Essential Job Functions and Resposibilities

In this role the Executive Assistant/Board Liaison:

The Executive Assistant/ )Board Liaison has three major functions:

1) providing administrative support to the Executive Director,

2) serving as the liaison to three (3) Boards of Directors, and

3) a wide range of administrative and general office duties to ensure timely and accurate completion of projects that enhance the efficiency and effectiveness of AVS in achieving its mission.

Position Responsibilities:

Supporting the Executive Director

● Coordinate, organize and assist with correspondence.

● Coordinate and maintain the Executive Director's schedule.

● Answer, screen and direct phone calls and messages.

● Maintain Executive Director's files, including minutes for the monthly and quarterly Board Meetings, Executive Committee Meetings and various Committee Meetings.

● Review and amend legal documents at the direction of the Executive Director.

● Maintain the Executive Director's contact and email distribution lists.

● Schedule, tickle, and write grant applications. Review draft together with the Executive Director (SLH/EF) and/or Director (AAH). Prepare and/or collect all required documentation to include with final submission within a timely manner.

● In advance - Request from Financial Director required financials and/or all financial information required for grant applications.

● Prepare and submit grant reports as required. (annual/semi-annual)

● Maintain grant application calendar for timely grant submittals.

● Work with Resident Council as needed.

• Annually update the Resident Council Secretary and President on all required postings and regulations that they need to be involved with.

● RCFE Disaster Plan – required to submit every 3 years

• Update as needed
• Tickle for next update 3 months prior to the deadline and work with ED/OD.

Program Files

● Home Care Services Program – complete application together with appropriate staff and submit. Continue to work on this new program as needed.

● Plan of Operations -update or change as needed

● Outpatient Rehab – update or change as needed

● Adult Day Program

• Update Admission Agreement as needed.
• Review rates of all services periodically.
• Annually check with ED on all services provided for any updates/changes as needed.
• Update and/or prepare new policies and procedures.
• Update Ad

● Healthy Living Support Services – update/change forms as needed.

Board Liaison

● Schedule and provide logistical support for meetings of the Board of Directors and its committees. Generate agendas and other materials for meetings of the Board of Directors and its committees.

● Take and generate minutes for Board Meetings.

● Maintain Board distribution lists and contact information, send out and track annual Conflict of Interest Forms and Disclosure Forms, and update Board Information and Committee Selection Sheets.

● Maintain communications with the Board of Directors.

● Assist in preparation of Annual Meeting invitations, schedule meetings, prepare materials, and record minutes.

● Provide logistical support for additional meetings at the request of the Executive Director or senior staff.

● Assist the AVS Auxiliary as needed. Work with Auxiliary Officers/Committee as needed, weekly, monthly, quarterly requests and/or special requests. (Including but not limited to Birthday lists, agendas, minutes, sign-in forms)

Additional Logistical and Administrative Support

● Adhere to all regulatory standards including maintaining administrative records as required by facility policies as well as state and federal regulations.

● Knowledge of state and federal regulations to ensure compliance

● Required CA Public Health Department and CA Department of Social Services postings

● Rate changes in all documents as needed

● Resident Handbook

● Resident Satisfaction Surveys – as needed/requested

● Donation Letters

● Draft correspondence, documents, contracts/agreements as requested

● Communications of all types such as but not limited to:

• Verbal, nonverbal, written, email, correspondence,

● Assist ED in planning and distributing mailings of varying types as needed

● Maintain Manuals as needed

• Barclays
• HIS – Anderson Information System ??

● Flyers and Notices as needed/requested

● Create and maintain organization-wide calendar.

● Provide administrative support to AVS staff as needed.

● Assist in preparation for AVS events as needed.

● Assist with staff meetings as needed.

• Occasionally take meal orders; place with restaurant; pick-up and make available at meetings.

● Maintain AVS vendor contracts and follow-up as needed.

● Adhere to regulatory standards including maintaining administrative records as required by facility policies as well as state and federal regulation.

● Maintain contracts

• Maintain contract database
• Prepare BAA as needed
• Maintain contract binders
• Tickle and follow-up on vendor insurance and licenses as needed
• Timely communications requesting updated or new information
• Track and follow up with vendors/third parties without contracts but are required to provide insurance and/or licenses

● Work with Environmental Supervisor in updating MSM and other required Manuals

Job Type: Full-time -

Salary: $35.00 per hour (Exempt)

Benefits:

• 403(b)
• 403(b) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Job Type: Full-time

Pay: $ $44.63 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Ability to Commute:

• Solvang, CA Preferred)

Ability to Relocate:

• Solvang, CA 93463: Relocate before starting work (Preferred)

Work Location: In person