Executive Assistant

Executive Assistant

The Executive Assistant is a trusted, highly visible member of the Goodwin Living Home Office, providing administrative, logistical, and customer service support under the direction of the Director of Home Office Administration. This position primarily supports the COO, CFO, CMSO, Director of Home Office Administration, and other Strategy Team members as needed by managing details, coordinating information, anticipating needs, and helping work move forward smoothly.

The role requires sound judgment, initiative, critical thinking, professional communication, and the ability to interact effectively with all members of the organization and public. Because the position involves access to confidential information, the Executive Assistant must consistently uphold Goodwin Living's standards for confidentiality, privacy, discretion, and professionalism.

Job Duties

• Prepares, edits, and distributes internal and external communications, correspondence, records, and forms with accuracy, clarity, professionalism, and appropriate sensitivity to audience and confidentiality.
• Helps advance special projects and Strategy Team goals by organizing information, tracking next steps, coordinating across stakeholders, and identifying practical ways to keep work moving forward.
• Coordinates the annual corporate insurance renewal process and Annual Disclosure Statement process by managing timelines, gathering information, following up with stakeholders, and supporting accurate and timely completion.
• Processes department payroll through ADP accurately and on schedule, resolving questions or discrepancies with appropriate confidentiality and follow-through.
• Manages contracts and documents requiring Strategy Team review or approval by tracking status, coordinating signatures or approvals, communicating next steps, and ensuring timely completion while maintaining confidentiality.
• Partners with Strategy Team members to track goals, meetings, deadlines, and follow-up actions; helps clarify ownership, identify gaps, and maintain momentum on team priorities.
• Approaches additional duties with flexibility, initiative, curiosity, and a commitment to responsive service.
• Keeps leaders prepared and connected by proactively managing calendars, appointments, meetings, and conference calls, including complex coordination with internal leaders, residents, members, board participants, and external partners; uses Zoom, Microsoft Teams, and other tools to create smooth and professional meeting experiences.
• Creates welcoming and well-organized meeting experiences by coordinating logistics, catering, supplies, communications, and follow-up with strong attention to detail; manages resident-facing meetings for the CFO and COO and serves as a responsive liaison between residents/members and senior leadership.
• Helps bring high-quality special events to life by coordinating and, at times, leading planning and execution for events involving board members, organizational leadership, government officials, and community partners; anticipates needs, resolves issues, and ensures events reflect Goodwin Living's standards of hospitality and professionalism.
• Supports effective Board and Committee meetings by preparing materials, coordinating logistics, organizing communications, and tracking follow-up items in a timely, accurate, and highly professional manner.
• Arranges business travel and lodging for senior leadership as needed, seeking efficient, cost-conscious options and proactively addressing schedule changes or logistical issues.
• Manages incoming and outgoing mail with sound judgment, prioritizing time-sensitive correspondence and ensuring that items requiring immediate attention are routed promptly to the appropriate senior leader.
• Completes monthly credit card reconciliation for key leadership positions with accuracy, confidentiality, and timely follow-through.
• Monitors office supply needs, supports efficient mail distribution, and helps ensure office equipment is functioning properly, and service issues are addressed promptly.
• Maintains organized, accessible, and secure filing systems for official corporate records and Home Office documents, both paper and electronic.

Job Requirement

• Bachelor's Degree or equivalent
• 2-5+ years of administrative, executive support, and office operations experience in a fast-paced environment supporting multiple executives.
• Highly proactive, motivated and adaptable, with excellent organizational skills, including the ability to juggle multiple tasks and competing priorities across a team.
• Highest quality professional communication skills for both written and verbal communications with internal and external stakeholders, including the offices of corporate CEOs, residents/members, media and political offices, and other pertinent relationships.
• Deft ability to operate in ambiguity, building processes where none exist.
• Proficiency in Microsoft Office (Teams, 365, Copilot, Word, Excel, PowerPoint)
• Ability to balance multiple priorities,…