Senior Executive Assistant

Description

Reporting to the President/Chief Executive Officer (CEO), the Senior Executive Assistant delivers administrative, project, and governance support to ensure the optimal functioning of the CEO, COO, Board of Directors, and Resident Association. Additionally, this position directly manages and mentors the team members providing Front Desk services in Independent Living, driving seamless operations and exceptional resident service. Success in this role requires a polished professional with exceptional relationship-building abilities, precise attention to detail, and the agility to adapt to evolving organizational priorities.

• Maintain calendars and daily workflows, managing competing priorities as necessary and making appropriate and informed decisions regarding availability
• Schedule internal and external meetings, coordinating all logistics and details, providing relevant preparation materials, and ensuring appropriate follow-up
• Compose confidential correspondence and special reports; proofreads all documents to ensure clarity and professionalism in tone and appearance
• Develop and manage the Administration department budget, monitoring expenditures and reconciling Administration’s general ledger account monthly; report any significant variances to the President/Chief Executive Officer; coordinate check request with the Finance & Accounting Office
• Establish and maintain up-to-date filing systems of confidential materials
• Act as a liaison between residents, their families, the CEO and/or COO, and the Senior Leadership Team; provide information to residents on a variety of issues and concerns, directing them to appropriate staff as necessary
• Serve as system administrator for the organization’s online policy management platform (Policy Stat), including user account management, workflow configuration, policy revisions, overdue follow-up, and reporting. Provide training and ongoing support to new and existing users and ensures policies are retained, reviewed, updated, and compliant with organizational requirements.
• Serve as the administrative lead for the CARF accreditation process, managing the organization, collection, and compliance tracking of all required CARF documentation across departments, facilitating survey logistics, and ensuring timely submission of annual reports and compliance filings.
• Coordinate travel arrangements as requested, including flights and lodging
• Maintain files of Annual Disclosure Statement with the State Corporation Commission, notify the Chief Marketing Officer and legal counsel when filing is complete, and ensure copies are available upon request
• Maintain effective and professional relationships with members of the Board of Directors, staff, management, residents, residents’ families, and visitors

• Serve as assistant to the Board of Directors, coordinating meeting facilitation and agendas including oversight of logistical arrangements including space and facility needs, meals and refreshments, supplies, and technology
• Assist Board Committees in the preparation of agenda packets; take, transcribe, and disseminate meeting minutes for approval before posting to online portal; track action items and discussions that require follow-up
• Maintain up-to-date paper and electronic records including Board packets, approved Board and Committee minutes, Board resolutions, Board and Committee Member rosters, and annual Board of Directors changes
• Prepare New Board Member Orientation packets annually, obtaining biographies and photos from new Directors in a timely manner; coordinate scheduling an annual New Board Member Orientation after completing background check;…