Executive Assistant

Job Description

The Executive Assistant manages all administrative details for the Executive Director, lends administrative support to the Administrators and Department Directors, and acts as lead secretary within the community.

Full Time 8:00am - 5:00pm

• High School diploma or equivalent.
• Associate or bachelor’s degree preferred.
• 5+ years of administrative experience required.
• Must have demonstrated experience supporting executives.

• Types all correspondence, memorandums, reports, etc. including confidential information.
• Attends and takes minutes, transcribes, and maintains files of meeting minutes and notes from weekly administrative team meeting, assigned resident meetings, and any other assigned committee meetings.
• Maintains community Administrative Policy & Procedures ensuring they are reviewed and revised as needed or yearly.
• Maintains all community contracts and agreements signed by the Executive Director and/or Chief Executive Officer.
• Prepares and maintains materials and documents pertaining to accreditation.
• Maintains all files pertaining to the Administrative Office.
• Compiles and ensures annual review of operations documents (Strategic Plan, Budget, Accessibility Plan, MQA, Marketing Plan and Performance Measurement).
• Responsible for distributing all memorandums, reports, correspondence to residents and team members from Executive Director and/or Innsbrook Office.
• Screens incoming mail and phone calls. Brings all urgent matters whether written or via telephone to the attention of the Executive Director. Redirects mail and phone inquiries to the appropriate individual in the organization. Greet visitors.
• Maintains current spreadsheet with hire date, for service pins, and birthdays, for birthday gift cards.
• Compiles and produces information monthly for the team member calendar & newsletter.
• Schedules appointments & meetings for the Executive Director. Checks calendar daily and confers with the Executive Director about any meetings, appointments, etc.
• Schedules administrative conferences within community. Prepares all packets, conference materials, visual and written presentations, etc., needed for a successful work session.
• Acts as coordinator and point person for any groups wishing to use the community for meetings. Works with conference groups for room setups and dining needs. Prepares event sheets and communicates with appropriate departments to make sure all the group’s needs are met.
• Responsible for making conference and travel arrangements for the Executive Director, and/or administrative team members.
• Responsible for special projects or assignments as directed by the Executive Director.
• Assists Human Resources Director with various duties. Lends administrative support with team member issues of a confidential manner, and acts as back-up when needed.
• Assists Accounting Coordinator with various duties and provides back-up and support when needed.
• Is available to assist those who desire to take a guided tour whenever marketing team is not available.
• Troubleshoots any computer related software and hardware problems for residents (resident business center) and team members before a service call is placed. Responsible for community office equipment such as copy machine, fax machine and postage meter, collect cost/pricing information for budgeting, and place service calls when needed.
• All other duties as assigned.

• Possess specialized administrative knowledge and skills related to business office functions within the community office such as Executive Director and leadership support and operations.
• Typing speed of 50+ wpm.
• Ability to read and write and follow written and oral instructions using the English language.
• Superior computer skills with proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Strong attention to detail and high regard for confidentiality.
• Ability to communicate well with visitors, residents, and family members as well as community team members.
• Exceptional customer service and phone skills.

• May include lifting (particularly boxes up to 25lbs).
• Extensive walking, bending, stooping,…