Executive Assistant

Job Description

Job Description

Direct-Hire - 50K Range

The Executive Assistant is a key member of our 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.