Executive Assistant

POSITION TITLE: Executive Assistant

Position Summary

The Executive Assistant is a key member of our senior living team, providing vital support to ensure smooth daily operation within our community. This position requires a highly organized, detail-oriented, and professional individual with strong computer skills and the ability to manage multiple priorities.

Primary Responsibilities

• Provide high-level administrative and clerical support to the Executive Director and leadership team.

• Manage calendars, schedule meetings, and coordinate appointments.

• Prepare correspondence, reports, and presentation with accuracy.

• Serve as the primary point of contact between the executive office and residents, families, staff and external partners.

• Handle incoming calls, emails, and mail with discretion and tact.

• Communicate information on behalf of leadership in a clear and professional manner.

• Maintain strict confidentiality of resident, employee, and organizational information.

• Ensure administrative practices comply with HIPPA, state licensing, and company policies.

• Plan and organize meetings, staff events, and community functions.

• Prepare agendas, record minutes, and track follow-up actions.

• Coordinate logistics for board meetings and leadership team meetings.

• Maintain organized and up-to-date files for contracts, licenses, polices, and resident documents.

• Assist in the preparation of compliance reports, audits, and regulatory submissions.

• Support budgeting, invoice processing, and expense reporting.

• Order supplies and manage vendor relationships as needed

• Assist in monitoring operational budgets and purchasing documentation

• Provide courteous, responsive assistance to residents and families.

• Support community engagement efforts and maintain positive relationships.

• Assist with special projects, strategic initiatives, and process improvements as directed by the Executive Director.

• Track progress and ensure deadlines are met.

• Collaborate with department heads, caregivers, and administrative staff to ensure smooth daily operations.

• Help foster a culture of professionalism, compassion, and service excellence.